Free spreadsheet template
WhatsApp contacts CSV template for Excel and CRM.
Download an Excel-ready CSV template for cleaning visible WhatsApp Web contact exports, removing duplicates, assigning owners, and preparing approved rows for CRM import.
No signup or email required. Opens in Excel, Google Sheets, and other CSV-compatible tools.
What is included in the template?
The download contains a header row plus one clearly labeled example row. Replace the example with reviewed export data, keep phone numbers as text, and use the source, owner, stage, next-action, consent-review, and notes columns to preserve context before handoff.
Preview the download
These values come from the example row in the CSV. They are placeholders, not real contacts. The template adds review fields to your export; it does not automatically connect to a CRM.
| CSV column | Example value | Before import |
|---|---|---|
| phone_number | 15551234567 | Keep as text and check the complete international number. |
| source_group | Example WhatsApp Group | Retain the group context when merging exports. |
| lead_owner | Asha | Replace with a valid owner in your destination system. |
| consent_status | Needs review | Review independently; a visible number is not marketing consent. |
Keep phone numbers intact in Excel
Import the CSV through Data > From Text/CSV instead of opening it by double-clicking. In the import workflow, set the phone-number column to Text before loading. Check the preview for missing zeros or scientific notation. A CSV stores values, not spreadsheet formatting: formatting a damaged number afterward does not recover lost digits. Menu availability varies by Excel version.
Microsoft's guide to preserving leading zeros and large numbers explains the text-column import workflow.
Why use a CRM import template?
WhatsApp groups are often where sales, admissions, real estate, retail, event, and operations contacts first appear. A CRM, however, needs structured fields. A simple template keeps the review step consistent before imported contacts affect pipeline, reporting, ownership, or campaign lists.
WA - Download Group Phone Numbers helps create the export from visible WhatsApp Web group contact details. This template helps the team decide what to keep, what to remove, and how to prepare the cleaned rows for the CRM or spreadsheet system they already use.
Recommended columns
- country_code: region context for sorting and assignment.
- phone_number: useful for spreadsheet duplicate review; CRM matching requires the destination's supported identifiers.
- saved_name: the name already saved by the WhatsApp account, when available.
- public_display_name: useful for unsaved group participants.
- source_group and source_name: where the row came from.
- lead_owner and lead_stage: internal fields added after review.
- next_action: what the assigned person should do next.
- consent_status: a review field before follow-up.
- notes: local context that should not be lost during handoff.
How to use it
- Export visible WhatsApp Web group contacts with WA - Download Group Phone Numbers.
- Open the export in Excel, Google Sheets, or another CSV-compatible tool.
- Copy reviewed fields into the CRM import template columns.
- Remove duplicates, irrelevant rows, and contacts that should not be used.
- Add internal owner, stage, next-action, and consent-review values.
- Import only the cleaned and approved rows into your CRM.
What not to do
A phone number is not a universal CRM unique identifier. For example, HubSpot's documented import matching uses email or another supported unique identifier. Review the CRM mapping workflow before uploading phone-only rows.
Before a full CRM import, map the template's phone_number to the destination's phone field and source_group to its source field. Map review fields only if your CRM supports them. Do not guess an email address for contacts without one. Test a few approved rows in a safe test list, check duplicate handling and owner assignments, and disable automatic outreach during the test.
Do not import raw WhatsApp group exports directly into a CRM without review. Raw lists can include duplicates, old participants, incomplete names, rows from the wrong source, or contacts that should not receive follow-up. The template is meant to support careful cleanup, not automated outreach.
Related pages
See WhatsApp leads to CRM, WhatsApp contact export fields, export group members to CSV, and export unsaved WhatsApp contacts.