The Portfolio Import Spreadsheet can be used to import Customers, Team Members (Internal Team) and Contacts (Product End-users) into Planhat.
While a live CRM sync, or creating customers and contacts via our API is the preferred approach, using a file import is a great way to get started quickly if your CRM data is not clean, ready or not structured in a way that reflects how you manage your customers.
By clicking the + sign in the top left corner of Planhat you will see a number of import options. Select the category of data you want to import and follow the instructions.
This article provides a little more background around using the Portfolio import file as it is the most commonly used.
Note this will add data to your system, potentially overwriting existing profiles. Ask us via Intercom if you have any questions!
Completing the Spreadsheet
The template is provided as a Google Doc to enable easy sharing, but you can download to excel and complete it in excel. The formatting will be fine.
Using a template is very simple, but means you need to adhere to the rules as each column will be imported to a dedicated location in Planhat. Columns marked with an asterisk are mandatory. If you mouse over the title cells you will be able to see what information is required for each column.
Please do not edit the title cells (row 1) as if you do the import will not understand where to put data. Generally try not to add any new formatting to the sheet or be sure to clean it up before uploading.
- The import will stop at the first empty row in each sheet. It is fine to have empty cells or even empty non-mandatory columns, but when the import finds an empty row it will stop.
- Your Team Members (users of Planhat) will neither be updated nor duplicated if they already exist in your Planhat account, so long as their name and email matches. (be sure to match on case sensitivity as well).
- Multiple Companies with the same ExternalId or contacts with the same email, will result in only the last occurrence in the import file being saved/updated.
- There are 3 tabs on the Customer template. Your Customers, your colleagues (team) and your End-users (Users).
External ID and Source ID
The externalId column on the Customer tab and CompanyExternalId column on the Contacts tab are your unique identifiers in Planhat. They are used to identify each individual account and which account yourEnd-Users belong to. This is especially important when bringing in Usage data as we identify the Account 'doing' the usage by this External ID. The Source ID column is our unique identifier for CRM syncing (i.e. for HubSpot you would add the HubSpot ID here).
For more information on External IDs, Source IDs you can read our article here.
You can add additional columns if you want to import data that is not related to one of the template columns. To do this just add the columns after the last column on the respective tab.
Additional columns and data will be inserted into our database which can later be inserted into Planhat via Custom Fields. If you hover over your avatar in the bottom-left corner and go to Fields, you can then 'Scan Database for New Custom Fields'.
We'll even suggest a field type based on the format of the data you've entered in the portfolio import spreadsheet. You can find more information on Custom Data here.
Any triggers you have set up will not fire on import. For example, if you have a trigger to apply an onboarding playbook when the lifecycle phase is set to "onboarding", this trigger would not fire on import even though you set phase during import.
Updating Imported Data
In general, anything you import in the file can be updated later. It's fine to start with a simple import, but equally fine to get everything imported in one go. Once the data is in Planhat you can edit in Planhat or you can use an additional import to bring in additional data.