Leads
Export leads
Search and filter your Leads page, then download exactly what you see as a CSV — or bring a list in with Import.
The Export button on the Leads page downloads the leads you're looking at as a CSV file you can open in Excel, Google Sheets or Numbers, or load into another tool. The export always matches the screen: whatever search, filters and sort you've applied are applied to the file too.
Find the right leads
Narrow the list down first, so the export contains only what you need.
Search
Type in Search name, email, phone, or company to match any of those details.
Filters
Open the filters to combine as many of these as you like:
| Filter | What it does |
|---|---|
| Assignee | Show leads assigned to particular teammates, or Unassigned ones. |
| Type | Show Leads (captured by Collect Leads or qualified by your team), Contacts (everyone else on file), or Everyone. |
| Stage | Show leads at one or more pipeline stages, such as Qualified and Won. |
| Details on file | Only show people you can reach — Has an email, Has a phone number or Has a company. |
| Tags | Show leads carrying any of the tags you pick. |
| Captured | When the lead was captured (or, for a contact never qualified, when they were first added): today, the last 7, 30 or 90 days, or a custom range. |
Click Apply filters to update the list, or Clear all to start again. You can also click a tag in any row to filter by it straight away.
Sort and page size
Use Sort to show Newest first, Oldest first or Name A–Z. The pager under the table lets you change how many leads appear per page.
The search, filters and sort are part of the page address. Bookmark a filtered view, or send the link to a teammate, and it opens exactly the same list.
Export to CSV
Set up the view
Search and filter the Leads page until it shows the leads you want.
Export
Click Export. The file downloads straight away and a message confirms how many leads it contains.
What's in the file
Each row is one person, with these columns:
| Column | Contents |
|---|---|
| name | The person's name. |
| Their email address, if known. | |
| phone | Their phone number, if known. |
| company | Their company, if known. |
| stage | new, contacted, qualified, won or lost. |
| is_lead | true for a qualified lead, false for a contact. |
| assignee_email | The email of the teammate the lead is assigned to. |
| tags | Tag names, separated by semicolons. |
| follow_up_at | The follow-up date, if set. |
| captured_at | When they were captured, or first added if never qualified. |
| notes | What they told us, as plain text. |
Dates are written as year-month-day (for example 2026-10-24).
Custom fields, worknotes, files and conversation history aren't included in the export.
Limits
- One export holds up to 5,000 leads. If your view has more, you get the first 5,000 and a message asking you to narrow the filters to export the rest.
- If the view is empty, there's nothing to export and no file is created.
Values that a spreadsheet might mistake for a formula are written so they display as plain text, which keeps the file safe to open even though it contains text your customers typed.
Import leads from a CSV
Bring a list in from a spreadsheet or another tool with Import.
Prepare your file
Use a CSV file with a header row. OrbitBase reads these columns, in any order and any capitalisation: name, email, phone, company, stage and notes. Only name is required on each row. A stage must be one of new, contacted, qualified, won or lost; leave it blank to start at New.
Upload it
On the Leads page, click Import, choose your CSV file and click Import.
Review the result
A message tells you how many leads were added and how many were updated, plus any rows that were skipped and why.
How imports handle existing records:
- A row whose email is already on file fills in that lead's blank details instead of adding a second record. Nothing already on file is overwritten, so running the same file twice is safe.
- Every new row is added as a qualified lead.
- Rows with no name, an email address that isn't valid, an unknown stage, or an email repeated earlier in the same file are skipped.
- Up to 1,000 rows and 2 MB per file. Split larger lists and import them in parts.
An export file can be imported back in. Columns that import doesn't read, such as tags and assignee, are simply ignored.