[5.0] Upload Your Assets(Clients) Into HailTrace

[5.0] Upload Your Assets(Clients) Into HailTrace

Uploading your clients into HailTrace helps your team see which properties were impacted by recent storms and track every deal in one place.

By importing your client list, you can:
  1. Generate new sales from past storms – Identify and contact leads or customers affected by previous weather events.
  2. Stay proactive for future storms – Receive instant alerts when your customers are impacted by new storms.

Before uploading your asset list, we recommend you complete the following steps in setting up your HailTrace account:
  1. Add Sub-Users: You can assign your assets to your sub-users.
  2. Create custom fields: We have pre-set fields for contacts, opportunities and assets, but you can create custom fields for your upload.
  3. Create opportunity pipeline: If you have our canvassing plan, creating your pipeline first allows you to assign your clients to the correct step in your sales funnel. 
  4. Set up custom price lists for RoofTrace: If you have our Canvassing and RoofTrace plans, creating custom pricing allows admins to have more control of how pricing is calculated if you plan to use the prefill price option during your importing process.



File Setup

Important Notes

Here are a few important notes before uploading a contact list

  • Import in the Desktop App

  • Max Upload: 25,000 clients per upload

  • File Format: CSV


CSV File Setup

Setup your CSV file with the following columns or use our Import Asset CSV Template. 

Note: There can't be any blank horizontal lines between entries or duplicate columns

*Required columns in a CSV file

  • First Name* Only required if you would like contacts associated with your assets

  • Last Name* Only required if you would like contacts associated with your assets

  • Street Address*

    • Must be a valid address

    • Cannot use a PO Box

  • City*

  • State*

  • Zip Code*

  • Phone Number

  • Email Address

  • Assigned to User

    • For users with canvassing product, assign asset to user(s) in the app

    • Add users in the HailTrace app before upload 

  • Opportunity status 

    • For users with the canvassing product, assign an asset to a status in your opportunity pipeline

    • Create Opportunity Pipeline in the app before upload

  • Custom Field(s)

  • Opportunity fields (Only available to users with the canvassing product)

    • For users with the canvassing product, assign opportunity fields such as price or description to your assets. 

    • Create columns with your desired opportunity information in your CSV file before upload.


Upload Your Assets

     Step 1: Upload csv File

1. Along the left-hand bar, select Company Settings, indicated by the "building" icon  




2. Click Import Assets


3. Click Choose a File to pick a CSV file


4. Click Continue



   Step 2: Match File Columns

Required fields are marked with a red asterisk (*). All other fields are optional and can be skipped.

1. Map Building Asset Fields:
1a. Match your asset’s address columns to the appropriate HailTrace fields by selecting the matching option from the dropdown. 




1b.Once all required and all desired optional fields are mapped, click Next.



2. Map Opportunity Fields (Available only for accounts with Canvassing): If you have RoofTrace and you have a price column, RoofTrace will not override exiting data. For example if have 80% of your price column is filled out but the remaining 20% is blank, RoofTrace will only fill in the 20% that had no data.


2a. Match your asset’s opportunity fields to the appropriate HailTrace fields.

2b. Once all required and all desired optional fields are mapped, click Next.

3. Map Opportunity Statuses (Available only for accounts with Canvassing): If your account does not include Canvassing, simply click Next to skip this step.

3a. Select your Status column from the dropdown.



3b. Match the column containing your Opportunity Status, then align each asset’s opportunity to the Opportunity list in HailTrace. 


3c. Click Next when all Opportunity Statuses have been mapped. 


4. Map Property Owner Contact Field (Optional): If you do not want to associate any contacts with your assets, this step can be skipped by selecting Skip Contacts (Finish). Please note selecting Skip Contacts will immediately finish out your importing process.

4a.Match your contact information columns to the appropriate HailTrace fields. 



4b. Once all required and all desired optional fields are mapped, click Next.  


5. Map HailTrace Users (Optional): If you do not want to map any users on the step, you can skip this step by hitting Finish without selecting anything in the dropdown but please note all assets will be assigned to the user you are logged in with while going through the importing process.


5a. Match the users listed in your file to users in HailTrace, and click Finish when you are ready.


5b. Click Confirm to confirm your upload.


Step 3: Wait for Confirmation

            You will receive a notification when your Assets have been successfully uploaded


For additional help importing an Asset list, call our Customer Success team at 855-334-4245






    • Related Articles

    • [5.0] Asset Import CSV Template

      Attached is a template you can user when uploading a client list(assets) into the HailTrace app. For the full steps, read Import Assets

    • [5.0] Use Impacted Assets to Find Clients Hit by a Storm

      While generating new leads through canvassing, mailers, and other methods is important, the quickest and easiest opportunities often come from your existing leads and clients who have been impacted by a new storm. The Impacted Assets feature provides ...

    • [5.0] Use Asset Filters to Find the Right Properties Faster

      Assets are the properties tied to your clients, contacts, and opportunities in HailTrace. Asset Filters help you quickly find the properties you need, whether you are working from the Asset page or viewing them on the Map. You can filter by details ...

    • [5.0] How to Delete Assets

      The following steps will allow you to delete some or all of your assets in the HailTrace app. You will need one of the following roles to delete assets: Account Owner Asset Admin DealTrace Admin Mobile App Way #1: Assets Page 1. Tap Assets page 2. ...

    • [5.0] How to Create an Asset, Contact, & Opportunity

      When dropping a pin or tracking a lead in the HailTrace app, you can create an Asset, Contact, and Opportunity at the same time. This helps you track the door knock, start monitoring the property for future storm with Impacted Assets, and work the ...