Switch from another system
How the switch to Leadmode runs, what comes along, what does not, how parallel operation works and how you accept the result.
You can take over your stock from another system: companies, contact persons, opportunities, history, tasks, notes and appointments. As a rule your AI does the work. It reads the export, suggests how your terms match ours, and loads the stock. You decide at the points that are your decision, and you accept the result with a reconciliation report.
Only organisation admins can run the switch. The AI works with the rights of the admin who connected it. For everyone else the switch tools cannot be used.
Two ways: file import or switch
| File import | Switch | |
|---|---|---|
| For whom | you want to load a list of leads | you are leaving an existing system and want to bring the stock along |
| What arrives | companies or people, channels, custom fields, contact block | additionally opportunities with stage, history, tasks, notes, appointments, status of the contact series and owners |
| Who runs it | anyone with the right "Import and export" in the project | organisation admins, usually via the AI |
| Trial run and way back | preview of the first 50 rows, no way back | trial run, reconciliation report and way back for the whole order |
| Where | Import and Export | this area and Switch with your AI |
The file import knows only leads. Calls, notes, tasks, appointments and opportunities do not come along this way.
What comes along
| From your system | In Leadmode | Note |
|---|---|---|
| Companies, accounts, organisations | Company | with address, channels, block, owner and custom fields |
| People, contacts | Contact persons | belong to a company |
| Deals, opportunities | Opportunities | with stage, substage, value and outcome Won or Lost |
| Calls, activities | History | with original time, duration, direction and author |
| Notes | Notes or entries in the history | with original time and author |
| Emails | entries in the history, as text | nothing is sent |
| Tasks | Tasks | open, done or cancelled, with due date and owner |
| Appointments, meetings | Appointments | also past ones, with outcome (for example no-show) |
| Status of the contact series | attempts, contact budget, next due date, pause, block | supplements what the history does not provide |
| Employees | assignment to people of your organisation | also former employees without an account |
What does not come along
- Emails as a mailbox. Leadmode takes over emails only as text in the history. You connect your mailbox anew, see Connect account.
- Files and attachments do not come along with the batches. Your AI can, however, upload them one by one via the upload address once the companies are loaded. They land in the file storage of the respective lead (tab Files); the same file is not created twice, and your file quota applies.
- Call recordings.
- Everything that is not in the table above. Automations, email sequences and reports of your previous system you rebuild in Leadmode.
The page for your system additionally states what its export itself contains. Some exports deliver no activities. Then your AI needs another way to reach this data, for example the interface of your previous system. Whether this works for you depends on the plan and rights there.
The process in nine steps
Get the export
The instructions for the export are in Leadmode at the import under "Where does your data come from?". There menu paths and pitfalls are described for each provider, as far as we have checked them. The pages of this area state what you need in addition.
Take inventory
Your AI reads the export and describes in Leadmode terms what it has found: companies, people, opportunities, stages, activities, tasks, employees and fields.
Report the inventory
Before anything is loaded, your AI reports what the old system contains at all: each table or kind with the number and what happens to it. There are three options: it is taken over (as companies, contact persons, history and so on), it is kept as text in a note or in the history, or it is deliberately not taken over, each with a reason. Files and recordings belong here: they do not come along and are therefore listed under "not taken over" with a reason. You see the inventory in the order, and the switch can only be completed once it is fully reported and reached. This way nothing is missed silently.
Confirm the mapping
The AI suggests how your stages become our stages, your call outcomes become outcomes, your fields become custom fields. Only what you confirm is saved. What cannot be mapped remains as text in the history or is reported for review with a reason.
Set up project and flow
Stages and outcomes point to the flow of a project. It must therefore be in place before loading. The AI can create project, flow, fields and outcome catalogue via the AI interface. You can also do this yourself, see Sales flow.
Assign employees
Each person of your previous system is assigned to a person of your organisation or kept as a former person without an account.
Trial run
The AI checks batches without writing anything. You see what would be new, what already exists, what is up for review and what would be rejected, including duplicates and missing references.
Load
The stock comes in batches of at most 1,000 rows and 2 MB. The order is: companies, contact persons, opportunities, history, tasks, notes, appointments, status of the contact series. Each batch has a key and can be repeated without risk. For large stocks your AI does not send the rows through the chat but uploads them as a file; the server then takes over checking and loading in the background.
Reconciliation report
The expected figures come from the inventory (your AI can also name them individually). Leadmode reports for each kind: expected, arrived, skipped, rejected, for review, plus the difference and open references. It lists separately what was deliberately not taken over or only taken over as text, with a reason. The progress per kind and the batches sent so far can be viewed at any time, also after an interruption: your AI then sends only what is still missing.
Complete
The order can be completed once all references are resolved or deliberately skipped and the inventory is reached. If something is still missing, Leadmode names what. Only if you expressly confirm the open points does it proceed anyway.
Effort
How long the switch takes depends on the size of your stock and how clean it is. The AI does the loading. Your time goes mainly to three decisions: how your stages and outcomes match ours, which person corresponds to which employee, and whether the reconciliation report is right for you. We do not state a fixed duration.
Parallel operation and later state
You do not have to switch off your previous system immediately. Leadmode recognises an entry via its identifier in the old system. If you load an export drawn later (same identifiers, same order), the same entry receives the same target in Leadmode, and changes are carried over as long as the entry has not been edited in Leadmode. Leadmode then changes only the fields that the source supplies. If the entry has already been edited, it is up for review, and nothing is overwritten. In the order you see the list Changes and review list with the names of the affected fields (without values). A completed order can be reopened for this purpose. History entries are immutable: if one changes in the source, it always goes to review. Decide in advance from when work is done in Leadmode, so that the same entry is not changed in both systems.
If you have already taken over the stock by another route (for example via an earlier import), your AI can state this when creating the order. Leadmode then assigns the rows to the existing entries instead of creating them anew. These entries belong to no order, and the way back leaves them in place. Leads that a file import created with an external identifier are also recognised by Leadmode. This applies only to identifiers from legacy_import_map and file imports, not to entries of an earlier switch order.
What applies to old stock
- It does not count in key figures. Imported entries appear in the history, but not in dashboard, reports, ranking, conversation analysis and compensation. They do count for the contact series, that is for attempts, contact budget and due date. An organisation admin can switch on that an order counts in reports, for example for periods before the switch. Default is off.
- Nothing is sent. The import triggers no emails and no appointment emails, no webhooks and no automations. It also performs no stage changes, follow-up tasks or blocks from the outcome catalogue. Stage, status, tasks, blocks and counters come from your rows, not from the effect of outcomes.
- Times remain. Original times are kept. A history entry or a completed task in the future is rejected.
- Personal data is encrypted like everything else in Leadmode.
Way back
A whole order can be taken back. For this you confirm and name the order. Leadmode removes what the order created; entries that were only recognised always remain. What you have edited in Leadmode since then remains and is reported. The order is then regarded as only partly taken back.
Limits
- At most 1,000 rows and 2 MB per batch. The switch tools have their own limit of 600 calls per person and minute.
- Small stocks your AI sends itself in batches and must stay connected while doing so. Large stocks your AI or you upload as a file (at most 300 MB per file); Leadmode checks and loads them in the background, where nobody has to stay connected. The rows lie encrypted on the server until they are loaded and are deleted afterwards. Details: Switch with your AI.
- Recordings and emails as a mailbox do not come along. Your AI uploads files and attachments one by one via the upload address into the leads’ file storage.
Privacy
Your stock contains personal data. The legal basis and responsibility for it lie with you. This is not legal advice. More on this under Switch with your AI.