How to import trade show leads into Pipedrive (step by step)
Import trade show leads into Pipedrive from a spreadsheet: file rules, field mapping, the Leads Inbox, duplicates, an event field and how to undo an import.
To import trade show leads into Pipedrive, save them in one XLS, XLSX or CSV sheet with a header row, then go to Tools and apps, Import data, Import from spreadsheet. Choose leads, people and organizations as data types, map the columns, check the preview and merge duplicates in the last step. Add an event field before you start, so you always know which show a lead came from.
This guide is for sales teams that use Pipedrive and come back from a trade show with a badge export, a spreadsheet or a stack of business cards. Every fact about Pipedrive links to the Pipedrive Knowledge Base.
Leads or deals: where trade show contacts belong in Pipedrive
Pipedrive has a Leads Inbox, a separate place for prospects who are not ready for the pipeline yet. A deal is a lead you have qualified and moved into a pipeline (Pipedrive: Leads Inbox). Most people you meet at a booth are leads, not deals. Import them as leads, and convert only the good ones later.
| Who you met | Import as | Why |
|---|---|---|
| Visitor who took a brochure | Lead | Not qualified yet, so keep the pipeline clean |
| Visitor with a clear need and a follow-up date | Lead, then convert to deal | Sales checks the notes first, then moves it on |
| Existing customer who stopped by | Note on the person you already have | No new lead needed, merge it as a duplicate |
| Partner, press or supplier | Person only | Useful contact, but not a sales lead |
Prepare the import file
Pipedrive accepts XLS, XLSX and CSV files. Use one tab per import, with a header row. A file can have up to 200,000 rows and must be under 50 MB (Pipedrive: importing data with spreadsheets). A trade show list is much smaller, so the real work is clean columns.
| Column | Maps to | Pipedrive rule |
|---|---|---|
| First name, Last name | Person | A person needs a name, or a first and last name (Pipedrive) |
| Email, Phone, Job title | Person | Map to the default person fields |
| Company | Organization | Companies are imported as organizations, and an organization needs a name (Pipedrive) |
| Lead title | Lead | Optional. If it is empty, Pipedrive makes a title from the person or organization name (Pipedrive) |
| Trade show | Custom field | Create it before the import (see below) |
| Booth notes | Note | Notes can be imported too (Pipedrive) |
Add a trade show field before you import
Each column in your file must match a Pipedrive field. If the field does not exist, create a custom field first in Data fields, or add it while you map the columns (Pipedrive). Create one field called “Trade show” and use one naming pattern, for example “2027-02 ISE Barcelona”. Then your reports stay clean and you can compare shows.
Why not use lead labels? Labels are good for sorting in the Leads Inbox, but Pipedrive says that lead labels can't be imported (Pipedrive: lead labels). You can add a label like “Hot” by hand after the import.
Pipedrive also marks where data came from. The source origin field shows how the data was added, for example “Import”, and it can't be edited. The source channel field is different: admins define its options in Company Settings, Data fields (Pipedrive: lead source). You can add a channel such as “Trade show” and set it on all imported leads with a bulk edit in the Leads Inbox (Pipedrive: Leads Inbox).
How to import trade show leads into Pipedrive, step by step
You need the right global permission to import data (Pipedrive). The steps below follow Pipedrive's own guide.
Step 1: Open the import
Go to the account menu, then Tools and apps, Import data, Import from spreadsheet, and click Get started.
Step 2: Choose the data types
Select what is in your file. For booth leads, this is usually leads, people and organizations.
Step 3: Upload the file
Pipedrive checks the file for wrong formats, too many rows, missing headers and empty or shifted columns.
Step 4: Map the fields
Columns with matching names map on their own. Drag the other columns to the right field, including your “Trade show” field.
Step 5: Check the preview
Make sure the data is in the right fields, that leads are linked to people and organizations, and that nothing is missing.
Step 6: Handle duplicates and start
If Pipedrive finds duplicates, merge them instead of creating new records. Then click Start import.
After the import: check, fix and undo
- Download the skip file. Rows that fail go into a skip file with the reason for each one. Fix them and import only those rows again (Pipedrive).
- Undo a wrong import fast. You can revert an import from the import history tab within 48 hours. This needs global admin permission (Pipedrive).
- Set the source channel. Select the new leads in the Leads Inbox and bulk edit the source channel to “Trade show”.
- Convert the good leads. Click Convert to deal and choose the pipeline and value. The person, organization, notes and files stay with the new deal (Pipedrive: Leads Inbox).
- Send the follow-up. The sooner the better. Our trade show follow-up email guide has timing and templates.
Common mistakes with event leads in Pipedrive
- Every visitor becomes a deal. The pipeline fills with people who only took a pen, and the forecast stops making sense.
- No event field. Six months later, nobody knows which show a lead came from.
- Free text for the show name. “ISE”, “ISE 2027” and “ise barcelona” split one show into three in your reports.
- Skipping the duplicate step. Existing customers get a second person record, and two sales reps call the same person.
- Typing cards into a spreadsheet. It takes hours after a long show and adds typos to the email column.
Before you email anyone, check that you have a lawful basis. Our guide on GDPR for trade show leads explains consent, legitimate interest and how long to keep event data. If your team uses another CRM, read how to import trade show leads into HubSpot or how to track trade show leads in Salesforce with campaigns.
From badge to Pipedrive without a spreadsheet
With Swopi there is no file to clean and no import to run. You connect Pipedrive once in the Swopi dashboard. Your team scans badges, business cards and QR codes on their own phones, and Pipedrive gets a Person, with an optional Lead, with the event name in a note. Swopi AI adds the missing email and company data from 20+ data providers and drafts the follow-up email. Leads without typing. See pricing, or read how to scan event badges into your CRM.
How do I import leads into Pipedrive from Excel?
Save the leads in one XLS, XLSX or CSV tab with a header row. Go to Tools and apps, Import data, Import from spreadsheet, choose leads, people and organizations, map the columns, check the preview and start the import.
Should trade show contacts be leads or deals in Pipedrive?
Most should be leads in the Leads Inbox, because they are not qualified yet. Convert a lead to a deal when sales has checked the notes and there is a real next step.
How do I tag leads from an event in Pipedrive?
Create a custom field such as “Trade show” before the import and fill it in your file. Lead labels can't be imported, so add labels by hand later. You can also set the source channel with a bulk edit.
How do I avoid duplicates when importing into Pipedrive?
In the last step of the import, Pipedrive shows duplicates it found. Choose to merge them instead of creating new records.
Can I undo an import in Pipedrive?
Yes. Open the import history tab and revert the import within 48 hours. You need global admin permission.