CRM preparation
Prepare WhatsApp group leads before CRM import.
WA - Download Group Phone Numbers helps sales and operations teams export visible WhatsApp Web group contacts into a spreadsheet before cleanup, segmentation, and CRM upload.
Export first. Import only reviewed contacts.
Use the desktop Chrome extension to select your WhatsApp Web groups and download the available contact fields in an Excel (.xlsx) workbook. The extension creates a file: it does not sync a CRM, find email addresses, assign sales owners or send follow-up messages.
For example, an admissions team can keep the inquiry group as the source, remove duplicate numbers across batches, then assign reviewed inquiries to advisers before import. Being in a group does not establish buying intent or permission for marketing.
Prepare the file without losing phone digits
- In desktop WhatsApp Web, launch the extension from the Chrome toolbar. Select the groups and fields you need. Check the export field guide for available names, source details and blank values.
- Keep an untouched export. Import phone columns as text in your spreadsheet, checking international numbers and leading zeros before cleanup.
- Compare complete numbers across groups. Check ambiguous or shared numbers manually; do not merge people just because their display names match.
- Remove irrelevant rows and review outreach permissions separately. Keep source context for contacts found in several groups.
- Copy the reviewed values into the free CRM preparation template. Add owner and next-action fields yourself.
Save the format your CRM accepts
The extension downloads an Excel workbook, not a direct CSV file. Keep that original. If your CRM requires CSV, open the reviewed worksheet in Excel and use Save As to create a CSV UTF-8 copy. CSV stores one sheet and does not keep workbook formatting. Check the destination CRM's current import requirements and test a small batch before uploading the complete list.
Map the columns to your CRM
The template is a preparation worksheet, not a universal CRM import format. Its headers may differ from the extension's export and your CRM's properties. Review the import preview instead of assuming automatic matches.
| Template field | Destination | Review |
|---|---|---|
| phone_number | Phone property | Preserve the full number. Do not add the country code again if it is already included. |
| saved_name / public_display_name | Name property | Choose the available name; do not invent missing names or split a display name blindly. |
| source_group | Custom source property | Create or select a suitable field rather than overwriting an unrelated attribution field. |
| lead_owner / lead_stage | Owner / stage | Use values your CRM accepts. These are team assignments, not exported WhatsApp facts. |
| consent_status / next_action | Review fields | Populate after review; do not automatically enrol imported rows into outreach. |
HubSpot: a phone number is not automatic deduplication
HubSpot documents contact matching by email and import identifiers such as Record ID or a custom unique-value property. Without an email or other unique identifier, imported rows can become new records. A phone column alone should not be assumed to update an existing contact. See HubSpot's deduplication guide.
For existing contacts, reconcile the reviewed export against your CRM's records and retain the correct Record ID before importing updates. Keep unmatched new contacts separate. Do not fabricate email addresses or copy an identifier from another person.
Test a few rows before the full import
Use a test workspace where available, with automatic outreach disabled. Include a known existing contact and a reviewed new contact. Confirm which records are created or updated, phone formatting, owner assignment and source values. Fix mapping errors before importing the complete file. HubSpot's file-format guidance is the reference for its current requirements; other CRMs have their own rules.
When this workflow fits
Choose this export-and-review approach when your team needs a spreadsheet handoff from groups it already works with. If you need ongoing two-way CRM sync or automated messaging, this exporter is not that integration. You can inspect the real interface and current plans on the product page before installing.
Related workflows
See group lead-list preparation, group members to CSV and contacts to Excel.