How to do a Lead Upload (Bulk Upload) in Gain DMS: A Step-by-Step Guide

Introduction

The Lead Upload functionality allows dealerships to import multiple customer enquiries into the system at once using an Excel template. This helps save time, reduce manual data entry, and efficiently onboard large volumes of leads received from campaigns, events, external agencies, or other lead sources.

This guide covers:

1. Accessing Lead Upload
2. Downloading the upload template
3. Preparing lead data
4. Uploading lead information
5. Reviewing upload results
6. Correcting failed records
7. Verifying uploaded leads

Section 1: Navigate to Lead Upload

Step 1: Open Lead Upload Screen

1. Login to DMS
2. Click Pre-Sales
3. Select Lead Upload

You will be redirected to the Lead Upload Screen.

This screen allows users to upload enquiry information using an Excel file.

Section 2: Prepare Upload Information

Before uploading the file:

Update the required upload details.

Step 1: Enter Batch Number

Specify a Batch Number.

The Batch Number acts as an identifier for the upload process and helps track uploaded lead batches.

Example:

• Event_Leads_June
• Campaign_Batch_01
  

Step 2: Download Upload Template

Click:

Download Sample

The system downloads the predefined Excel template required for upload.  

Section 3: Prepare Lead Data File

Open the downloaded template.

The template contains predefined columns for lead information.

Important Template Rules

While preparing the Excel file:

✔ Keep the first row unchanged
✔ Enter lead information below existing headers
✔ Preserve the original template structure

Do NOT:

✘ Change column headers
✘ Add new columns
✘ Delete existing columns
✘ Insert columns between existing fields

Modifying the template structure may result in upload failures.

Section 4: Add Lead Information

Enter customer lead information below the template headers.

Typical information may include:

• Customer Name
• Phone Number
• Email ID
• Lead Source
• City
• Product Interest
• Executive Information
• Other lead-related details

Continue adding multiple records as needed.

Example:

After entering all required information:

Save the Excel file.

Section 5: Verify Existing Lead Information (Optional)

Before uploading, users may verify whether a lead already exists in DMS.

Example process:

1. Open Pre-Sales
2. Open My Leads
3. Search customer name

Example:

Hemant

If the lead is not available, proceed with upload.

Section 6: Upload Lead File

Return to the Lead Upload Screen

Step 1: Select Upload File

Click:

Choose File

Select the prepared Excel file.

Step 2: Start Upload

Click:

Upload

The system processes the uploaded file.

Section 7: Review Upload Results

After processing, DMS displays upload statistics.

Results may include:

Successful Records

Shows the number of leads successfully uploaded.

Failed Records

Shows records that could not be uploaded.

Duplicate Records

Shows records already existing in the system.

Section 8: Review Failed Records

If upload failures occur:

Download and open the result file.

The system displays error details for failed records.

Examples:

• Mandatory information missing
• Invalid data format
• Duplicate values
• Incorrect field values

Review the Error Message column.

Correct the issue in the Excel file.

Re-upload the corrected file.

Section 9: Verify Uploaded Leads

After successful upload:

1. Open Pre-Sales
2. Select My Leads
3. Refresh or reload the worksheet

Uploaded leads should now appear in the Inquiry Worksheet.

Example:

Previously uploaded lead:

Hemant

Now becomes visible in the lead list.

Actions Available After Upload

Once leads are successfully created, users can perform additional activities:

• Follow-Up
• Test Ride Assignment
• Quotation Creation
• Lead Transfer
• Convert to Booking

The uploaded lead behaves like any manually created enquiry.

Bulk Upload Advantage

Instead of entering leads one by one:

Users can upload multiple records simultaneously using a single Excel file.

This significantly reduces manual effort.

Process Flow Summary

Pre-Sales → Lead Upload → Enter Batch Number → Download Sample → Update Lead Information → Save File → Choose File → Upload → Review Results → Verify Leads

Completion

You have successfully completed the Lead Bulk Upload process in DMS. This functionality enables dealerships to efficiently import and manage large volumes of enquiries while maintaining data consistency and reducing manual effort.