Moving from spreadsheets to GoHighLevel

Before you switch

Start A2P 10DLC registration as soon as the account exists. Texts to US numbers from a local number that isn't on an approved campaign get blocked, and that applies to a ported number as much as a new one. In HighLevel it's Settings > Phone System > Trust Center > Brand & Campaigns.

Decide what happens to your number. Porting moves calls and texts into HighLevel and takes weeks; forwarding is quick but only covers calls, so customers who text your old number won't reach HighLevel. Keep your current phone service active until any port is complete.

Only text people who agreed to hear from you by text. The import asks you to confirm consent, and importing a list doesn't create it.

Get the spreadsheet ready

1. One row per person. Merge duplicate rows now. HighLevel matches imports on email first, then phone, so two rows with the same email become one contact.
2. Split the columns. First name and last name in separate columns, the street address apart from city, state and ZIP, and one value per cell.
3. Fix phone numbers. Use +1 and the number with no spaces, dashes or brackets, like +15125550142. Numbers outside your account's country need their country code.
4. Make one notes column. Combine scattered comments into a single notes column of up to 5,000 characters.
5. Add a deals tab if you need one. For open jobs or quotes, add Opportunity Name, Pipeline, Stage, Value and Status columns beside each contact's details.
6. Save as CSV. In Excel, File > Save As and choose CSV (Comma delimited); in Google Sheets, File > Download and choose CSV. Do it once per tab.

Import into HighLevel

1. Create custom fields. Settings > Custom Fields, choose Contact or Opportunity, Create field. A field can't be moved to another object later, so pick the right one.
2. Build the pipeline. Create the pipeline and stages your deals will go into, with the same names as your Stage column.
3. Start the import. Contacts > Import Contacts. Choose Contacts, or Contacts + Opportunities if the file has deals, then upload the CSV.
4. Choose create or update. Use Create for a first import. Turn on Don't Update Empty Values if you re-import later, so blank cells don't wipe data.
5. Map every column. Match each header to a standard or custom field. Owners map by the HighLevel user's email address, not their name.
6. Tag and finish. Add a tag for the batch, confirm consent and run it. Check Contacts > Bulk Actions for the result and download the error log for any failed rows.

Cutover day

• Confirm A2P registration shows approved before any texts go out from HighLevel
• Port complete, or call forwarding switched on and tested from a cell phone
• Website forms and the booking link pointed at HighLevel
• Google Business Profile connected, with a test reply to one review
• The spreadsheet saved as a read-only copy, so nobody keeps adding to it

What to check after

• The contact count in HighLevel against the rows in your sheet, minus merged duplicates
• Ten random contacts: name, phone, tags, note and custom fields all where you expect
• The pipeline: every open deal in the right stage with the right value
• A test text and a test call, both ways, from your own phone

The Complete GoHighLevel setup package does this whole move for you, from the cleanup to the cutover.