Switch with your AI

You give your AI the export of your previous system and an instruction. It sets up Leadmode, loads the stock together with its history, checks the result against the source and tells you in plain language what was taken over and what was not. You decide only at the points that really are your decision.

The process without the AI part, the limits and the provider pages are under Switch from another system.

PrerequisitesCopy link to heading

• You are an organisation admin. The switch tools can only be used by admins.
• Your AI is connected via the AI interface, see Set up MCP. It acts with your rights.
• You have the export of your previous system. How to get it is described on the pages for Close, HubSpot, Pipedrive, Salesforce, Excel and CSV or Self-built.
• Your AI can read the file. Small stocks it sends itself in batches. For large stocks it uploads the data as a file (see below under "Large stocks: files instead of chat"); then you do not have to type or pass on any of it.

Copy the instructions for the AICopy link to heading

The button Copy switch instructions for AI creates a finished text for your AI programme. It is tailored to the chosen system and contains the address of the AI interface, your projects and the custom fields of your organisation. You find it on the welcome screen ("Where are you coming from?"), on the import page and on the page Switch under Import / Export.

Paste the text into your AI programme, attach the export and write what you want, for example: "Take over our stock from Close into the project New customers."

The AI interface offers a dedicated area wechsel for this. It contains:

In addition, for the switch the server offers a prompt template wechsel with the parameter anbieter and resources with the mapping table per provider, glossary, limits and sequence. Programmes that support this can use them directly. More on the interface: AI interface (MCP).

A sample conversationCopy link to heading

The conversation shows how it should run. The AI's words may differ on your side.

You: Take our stock from Close into the project "New customers". Here is the instruction and the export.

AI: I found 4,210 leads, 6,980 contact persons, 1,350 opportunities, 31,400 activities and 2,200 tasks. There are 9 opportunity statuses and 14 call outcomes. My suggestion for the mapping: "Active" becomes the stage "Outreach", "Won" becomes "Won" … Shall I show the whole list?

You: Yes. And please make "Interested" "Intro call".

AI: Changed. Also, 7 people appear in the export. For this mapping I need you: Anna Beispiel and Jonas Muster are employees with us. The other five are no longer in the team. Shall I keep them as former people?

You: Yes.

AI: Trial run for the companies: 4,180 new, 12 already existing, 18 for review, 0 rejected. Shall I load it?

You: Yes, load everything.

AI: Done. Reconciliation: you had 4,210 leads, in Leadmode 4,180 are new and 12 already existed, 18 are up for review. For the activities 6 are missing because they lie in the future. I do not count the outcomes in your key figures, and no email was sent.

The figures in this example are invented.

Large stocks: files instead of chatCopy link to heading

From about 5,000 rows it is neither sensible nor reliable for an AI to send every row through the chat. A batch of 1,000 rows is about 130,000 tokens. Therefore there is a second way for large stocks, which your AI chooses on its own:

1. Your AI reads the export and prepares files in the format of Leadmode, one per kind (companies, contact persons, history …). One row per record, without rows appearing in the chat.
2. It requests an upload address via migration_upload_link. The address applies to this one switch, is only meant for uploading and expires after 24 hours. With a shell your AI uploads the files itself. Without a shell it gives you a link to the page Switch, where you drag the files into the field "Upload files".
3. The server checks every file first (trial run) and loads it only if no row is rejected. Otherwise it stops, shows you the first problem rows with row number and reason and waits for your decision: correct and upload again, or load anyway (the rejected rows stay out).
4. The loading runs in the background on the server. You can close the page and your AI does not have to stay connected. The status appears live on the page Switch and via migration_uploads.

The kinds always run in the correct order (first companies, then contact persons and so on), even if the files arrive in a different order. A kind waits until the earlier ones are loaded.

Cleaning up contact persons: If an earlier run created contact persons that are not people (for example the company name), the kind “clean up contact persons” removes them again. This only happens when nothing is lost: contact channels end up on the company, and no manual edits, open task or appointment are attached to the person. Otherwise the row comes to you for review. Here too a trial run comes first.

What lies on the server: uploaded rows are stored encrypted in the database of your organisation only until they are loaded, afterwards they are deleted. Leadmode clears away cancelled, unreleased or failed files after 14 days. Uploading the same file again is harmless: the same source identifiers give the same target, no duplicates arise.

Limits: a file may be at most 300 MB, a row at most 1 MB, and for one switch at most 600 MB may be uploaded at the same time. The server accepts a single request only for a few seconds, which is why the helper script (and the interface) send files in parts of about 3.5 MB. Email as a mailbox and recordings are not part of the switch. Your AI uploads attachments (email attachments, files on the lead) one by one through the same upload address once the companies are loaded, at most 50 MB per file; they land in the lead's file storage, and the same file never arrives twice.

Security: the upload address is a secret. It only allows uploading into exactly this switch, nothing that reads, and it acts in the name of the admin who created it, as long as they are an admin. Your AI should not set up its own access or sign-ins with the sign-in service; the guide expressly forbids this.

What the AI may do and where you confirmCopy link to heading

The AI works with your rights as admin and not with more. Every writing call is in the log. For the switch the following also applies:

What the AI does not do: it sends nothing. No emails and appointment emails go out, no automations and webhooks run, and results from the old stock change no stage and create no follow-up tasks. An imported open appointment receives, like a newly created one, its call task and appears among the appointments of the lead, so that you can document it normally. The person who booked and the booking time are supplied by the AI (bookedByRef, bookedAt). Calls that an earlier import (also the old special import) has already created are recognised by Leadmode via the lead, the kind and the time, and are not created twice.

Reports and key figures from the old system (kind report): saved reports arrive unchanged as released reports, historical figures and minutes worked as separate key figures of the old stock, which trigger neither compensation nor notification and never become individual calls. The minutes count towards the action, unless the period is already documented by block reports or measured time; then the action shows "of which … from the old system". If the figure names an action number, its minutes count in exactly that action, even if the working days fall after its end (with completion "after hours are used", the end is only a plan). A report already created by the old special import is recognised and not created twice.

As with every AI: it can misunderstand an input. Check the reconciliation report before you rely on the result.

Security and way backCopy link to heading

• Repeatable. The same batch with the same content delivers its stored result. The same source identifier gives the same target; no duplicates arise. Different content under the same batch key is rejected.
• Edited items remain. A changed row updates the entry in Leadmode only if you have not edited it since the import. Otherwise it is marked with a reason for review. The reason states what was changed in Leadmode (fields changed by hand or documented events) and how this differs from the steps of the import. Steps of the import itself and automatic processes do not count as editing. If you still want to take over the source, you confirm this expressly for that row.
• Task and appointment belong together. If an imported task belongs to an imported appointment, Leadmode links both. No second call task is created for this appointment.
• Trial run. Each batch can be checked in advance without writing anything.
• Mapping instead of guessing. What the AI cannot map remains as text in the history or is reported.
• Missing employee assignment does not block. Rows with an unknown person are imported and counted in the report as "person not assigned". If you add the assignment later, Leadmode fills in the already imported entries.
• Repair after the switch. An organisation admin corrects two error patterns via logged paths with a preview (before/after, reason, fingerprint), also via AI: history entries that appear as a technical message of the old system receive a readable text (the entry itself stays unchanged, the original remains for admins under "Technical details", repeatable and withdrawable), and the responsible person of completed telephony blocks is corrected if the importing person is shown there (times and figures remain; completed compensation periods do not change silently). No new activities, tasks or emails are created.
• Way back. A whole order can be taken back. What you have edited in Leadmode since then remains and is reported.
• Key figures stay clean. Imported items do not count in dashboard, reports, ranking, conversation analysis and compensation, unless an admin explicitly switches this on.

PrivacyCopy link to heading

Your stock contains personal data of customers and prospects. The legal basis and responsibility for the takeover lie with you as the controller. This is not legal advice. Before you start, consider:

• The AI reads the export. The contents go to the provider of your AI programme. Check its terms and whether you may process data there.
• Take over only data that you still need and may continue to process.
• Take over blocked leads (for example "Do not contact") with the block, so that the block remains in place.
• In Leadmode personal content is stored encrypted like everything else. This does not replace a check of the legal basis.

LimitsCopy link to heading

• Email as a mailbox and call recordings are not part of the switch; your AI uploads attachments and files on the lead one by one through the upload address (see above). Emails come as text into the history. After the switch, your AI can load call recordings from the old system separately: with telephony_audio_import_link it gets an upload address and uploads the files one after another with its shell (see AI interface (MCP)).
• Batches have at most 1,000 rows and 2 MB. For the switch tools, at most 600 calls per person and minute apply. Large stocks run as a file (see above).
• The AI itself sends batches by hand and must stay connected while doing so. Uploaded files are loaded by the server in the background; nobody has to stay connected there. If the server restarts in the process, Leadmode resumes the run automatically the next time the switch is viewed.
• How well the mapping works depends on your export and your AI.
• Failed attempts from the old system (status "Nobody reached" and contact budget) count as the starting state of the running series: a contact with two failed attempts taken over stands at three after the next failed attempt. The starting state is not a call and creates no dialling, working minutes or key figure. The project lead corrects leads already affected with contacts_correct_series_count (first a preview, with reason, visible in the history; never below the documented calls).

See alsoCopy link to heading

• Switch from another system
• Your terms, our terms
• AI interface (MCP)
• Set up MCP