Managing insurance data manually can take time, especially when an agency needs to add multiple leads, customers or policy records to its CRM. Entering each record individually can make data entry repetitive and increase the effort required to organize information.
Webtrix24 Insurance CRM includes an Excel Import functionality for the Lead, Customer and Policies modules. Users can upload an Excel file, map spreadsheet columns to CRM fields, review matching records and resolve values before completing the import.
The import process also helps users handle values that do not already exist in the CRM. Users can select an existing record or choose to add a new one when the available options allow it. This is useful when importing customer information, linked records or dropdown values from an Excel sheet.
This guide explains the Excel Import workflow in Webtrix24 Insurance CRM, including file upload, column mapping, Select and Skip options, matching existing records, adding new values and reviewing the import before completion.
1. What Is Excel Import in Insurance CRM?
Excel Import allows users to bring data from an Excel spreadsheet into the CRM instead of creating every record manually. The spreadsheet contains column headers and rows of data that can be mapped to the corresponding fields in the selected module.
In Webtrix24 Insurance CRM, the import workflow includes four main steps:
- Upload: Select and upload the Excel file containing the records to import.
- Map Columns: Match Excel columns with CRM fields, skip fields that are not required, or set a default value where supported.
- Review & Resolve: Review the data, match values with existing records, or choose to add new records where available.
- Done: Complete the import after reviewing and resolving the required items.
This step-by-step process helps users review spreadsheet data and make decisions about record matching before completing an import.
2. Which Modules Support Excel Import?
Webtrix24 Insurance CRM provides Excel Import functionality in the following modules:
- Lead Module: Import lead information from an Excel spreadsheet and map the available columns to the relevant CRM fields.
- Customer Module: Import customer records and resolve linked customer-related values where required.
- Policies Module: Import policy information by mapping spreadsheet columns to policy fields, including customer and policy-related references.
The available fields and mapping options may vary depending on the module and the type of information being imported.
3. Step 1: Upload Your Excel File
The first step in the Webtrix24 Insurance CRM import process is to upload the Excel file containing the records you want to import.
Open the required module—Lead, Customer or Policies—and click the Import option to open the Import from Excel window.
The upload screen allows users to drag and drop an Excel file or select one using the Browse File option.
Supported file formats: .xls and .xlsx
The first row of the Excel file must contain column headers. These headers help users identify and map the spreadsheet columns to the relevant CRM fields.
After selecting the file, proceed to the next step to map the columns.
4. Step 2: Map Excel Columns to CRM Fields
After uploading the Excel file, the Map Columns step allows users to match each CRM field with a column from the uploaded spreadsheet.
This step helps ensure that information from the Excel file is assigned to the appropriate fields in Webtrix24 Insurance CRM.
How Column Mapping Works
- CRM Field: Displays the field available in the selected module.
- Excel Column: Select the spreadsheet column containing the corresponding information.
- Skip: Use this option when you do not want to import data into a particular field.
- Set Default Value: Where available, set a fixed value that will apply to every imported row instead of using a value from the spreadsheet.
Fields marked with FK represent relationships with other records. For example, a policy can be associated with a customer, so the imported customer value must be matched with the appropriate customer record.
Why Is Column Mapping Important?
Correct column mapping helps prevent information from being imported into the wrong fields. Before proceeding, review the selected columns and ensure that each field is mapped to the appropriate Excel header.
Once the mapping is complete, click Preview Import to proceed to the review and resolution stage.
5. Step 3: Review and Resolve Imported Values
After mapping the Excel columns, Webtrix24 Insurance CRM provides a Review & Resolve step before completing the import. This step helps users review values that need to be matched with existing CRM records or added as new records.
For example, an Excel file may contain a customer name, agent name or dropdown value that does not exactly match an existing entry in the CRM. Instead of treating every unmatched value the same way, users can review the available options and decide how to handle it.
Match a Value with an Existing Record
If the value in the Excel file refers to a record that already exists in the CRM, users can select the appropriate existing record from the available suggestions.
For example, if a customer already exists in Webtrix24 Insurance CRM, the imported customer value can be matched with that customer record. This helps associate the imported information with the correct existing record.
Add a New Record When No Match Exists
If the Excel value does not match an existing record and the field supports creating a new entry, users can choose the + Add New option.
For example, if an imported customer name is not available in the existing customer list, users can choose to add a new customer rather than selecting an unrelated record.
The same matching approach can apply to supported linked fields and dropdown values, depending on the options available during the import.
Review Matching Suggestions Carefully
Webtrix24 may display suggested matches for imported values. Review the suggestions before selecting a record, because similar names may belong to different customers or agents.
- Correct match: Select the existing record when it represents the same customer, agent or other linked value.
- New value: Use + Add New when no suitable existing record is available and creating a new entry is supported.
- Unresolved value: Review the field and available options before proceeding with the import.
This review step gives users more control over how imported values are associated with existing CRM data or added as new entries.
6. How to Handle Duplicate Records During Excel Import
When importing an Excel file, some values may already exist in Webtrix24 Insurance CRM. The Review & Resolve step allows users to review these values and decide whether to associate them with an existing record or create a new record, where supported.
For example, an imported customer name may match a customer already available in the CRM. Users can review the suggested match and select the correct existing customer. If the value represents a different customer, they can choose to add a new record when that option is available.
Choose the Appropriate Action
- Map to an existing record: Select the existing CRM record when the imported value refers to the same person or entry.
- Add a new record: Create a new entry when the imported value represents a different record and the option is available.
- Review similar values: Check names and suggestions carefully before making a selection to avoid associating data with the wrong record.
These options help users make informed decisions when handling matching or potentially duplicate values during the import process.
7. Review Import Results Before Completing the Import
After mapping columns and reviewing linked values, the import preview helps users check the available information before completing the process.
The Review & Resolve screen displays summary information such as:
- Total Rows: The total number of rows detected from the uploaded Excel file.
- Valid Rows: The number of rows currently identified as valid.
- Row Errors: The number of rows with errors identified during the review.
Users can review the available matching information and resolve values that require attention before proceeding.
Check Unresolved Values
If a value still needs to be selected or resolved, review the corresponding field and its available options. For example, the import preview may show a customer or agent value that has not yet been matched to a record.
Review these items carefully before completing the import. The action required may depend on the field and the options available in the import screen.
8. Complete the Excel Import
Once the column mapping and required value resolutions have been reviewed, proceed with the import using the available Import option.
Before completing the process, make sure that:
- The Excel columns are mapped to the correct CRM fields.
- Required fields have the appropriate values.
- Existing customer, agent or other linked records are matched correctly.
- New records are added only when appropriate and supported by the available options.
- The import preview has been reviewed for valid rows, row errors and unresolved values.
Following these steps helps users prepare their spreadsheet data carefully and make more informed decisions during the Webtrix24 Insurance CRM import process.
9. Benefits of Excel Import in Webtrix24 Insurance CRM
Efficient Data Entry
Excel Import allows users to bring multiple records into the CRM through a spreadsheet, reducing the need to create every record individually.
Organized Field Mapping
The Map Columns step helps users match spreadsheet headers with the appropriate CRM fields, skip unnecessary columns and set default values where supported.
Flexible Record Matching
The Review & Resolve step helps users associate imported values with existing records or add new entries when the available options support it.
Better Review Before Importing
The import preview displays information such as total rows, valid rows and row errors, helping users review the data before completing the import.
Support Across Multiple Modules
Excel Import is available in the Lead, Customer and Policies modules, helping insurance teams import different types of CRM information through a structured workflow.
10. Frequently Asked Questions
1. Which modules support Excel Import in Webtrix24 Insurance CRM?
Excel Import is available in the Lead, Customer and Policies modules.
2. Which Excel file formats are supported?
The upload screen supports .xls and .xlsx files. The first row of the spreadsheet must contain column headers.
3. What is the Map Columns step?
Map Columns allows users to match fields in the selected CRM module with columns from the uploaded Excel file. Users can also skip fields or set default values where supported.
4. Can I import a customer who does not already exist in the CRM?
When an imported customer value has no suitable existing match, users can choose the Add New option where it is available to create a new record.
5. Can I handle dropdown values that are not already available?
For supported fields, users can review the imported value and choose an available matching or Add New option. The available actions depend on the field and import screen.
6. How can I handle duplicate or matching records?
During Review & Resolve, users can review suggested matches and select the appropriate existing record or choose to add a new record where supported.
7. What do Total Rows, Valid Rows and Row Errors mean?
Total Rows shows the number of rows detected in the file, Valid Rows shows the number identified as valid, and Row Errors shows the number of rows with errors identified during review.
11. Conclusion: Simplify Insurance Data Import
Managing insurance data becomes more organized when users can import spreadsheet records, map fields, review matching values and resolve records before completing the process.
Webtrix24 Insurance CRM provides an Excel Import workflow for the Lead, Customer and Policies modules. Its Upload, Map Columns, Review & Resolve and Done steps help users manage the import process in a structured way.
By reviewing field mappings, matching existing records carefully and adding new entries where appropriate, insurance teams can prepare their data for import with greater control.
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