How do I format my data?

Formatting your data 

When importing data, you can include the following information:

• Applicants on the case
• Mortgage case details
• Status, follow up, and fee details

It is important to use the pre-filled headers from the template. Please note that there is an example row included in the template to help you get started, but you should remove this before importing the file.

There are certain mandatory fields that are required on all cases in order for them to be imported. The required fields depend on the Product Status, which determines the column in which the case will appear on the Kanban screen.

When importing client data with the following statuses: New Lead, Call Back, Meeting, or Decision in Principle, the following fields are mandatory:

• Applicant 1 First Name
• Applicant 1 Surname
• Applicant 1 Email: This field is used as the unique identifier for a client and must be in a valid email format (e.g., [e-mail]).
• Applicant 1 Phone Number: By default in Excel, if you type in '+44' or '004479', it will remove the leading 00 and save it as a number. If you wish to add international phone numbers, you will need to format the telephone column on your template as a text field.

Please note that for a joint application, Applicant 2 must have a different email and phone number than Applicant 1.

• Adviser: The first and last name of the adviser who will 'own' the case. This must match the name in Settings and User Management.
• Buyer Type: This must be one of the following options - First Time Buyer, Purchase, Remortgage, or Raise Funds.
• Product Status: This must be one of the following options - New Lead, Call Back, Meeting, or Decision in Principle.

When importing client data with the following statuses: Pre Offer Processing, Valuation Instructed, Valuation Received Approved, Post Offer Processing Contracts Exchanged, or Completed, you will need to include the above-mentioned fields as well as additional mandatory fields:

• Mortgage Product Type: This must be one of the following options - Residential or Buy To Let.
• Additional Product: This must be one of the following options - Bridging Finance, Commercial Finance, Product Transfer, Transfer of Equity, Porting, Port & Top Up, Let To Buy, Shared Ownership, Help To Buy, Right To Buy, Shared Equity, or Gov Scheme.
• Monthly Payment Amount
• Purchase Price
• Mortgage Amount
• Additional Funds To Raise (if applicable)
• Term Years and Term Months: The remaining term of the mortgage product in years and months.
• Repayment Method: The method for which the interest and capital of the mortgage will be repaid. This must be one of the following options - Repayment, Part and Part, or Interest Only.
• Interest Only Amount (required only if Repayment is either Part and Part or Interest Only)
• Rate Type: This must be one of the following options - Fixed, Tracked, or Variable.
• Rate: The initial rate for the mortgage product. Do not include the % sign (e.g., 1.23).
• Initial Rate Expiry Date: The date at which the mortgage product will expire in DD/MM/YYYY format.
• Lender: The platform comes pre-seeded with most lenders. However, if you enter a lender here that is not already on the list, we will add it to your platform's list of lenders.
• Lender Reference: This may include numbers and letters.
• Submission Date: The date when the mortgage application was submitted to the lender, in DD/MM/YYYY format.
• Completion Date: The date when the mortgage is either completed or due to complete, in DD/MM/YYYY format.
• Remortgage Date: The date when the product will expire and revert to the Standard Variable Rate (SVR).
• Follow Up Date
• Product Status: This must be one of the following options - Pre Offer Processing, Valuation Instructed, Valuation Received Approved, Post Offer Processing Contracts Exchanged, or Completed.
• Street Address
• Town
• County
• Postcode
• Country
• Property Value
• Procuration Fee: The commission received by the adviser from the lender for this mortgage case.

Important Tips

• If you are unsure which cases to import, we recommend starting with a few cases to begin with.
• When you complete a mortgage case on Smartr, a remortgage opportunity will automatically be created for you in the future through our SmartrRetain package, ensuring your back book is taken care of. The same applies when importing Completed cases - we will automatically create the remortgage cases and reminders for you.
• Avoid using symbols (£, %) and commas when inputting figures.
• Applicants 1 and 2 cannot share an email address or phone number.
• Please use the provided options, as any other input will not be recognized during the import process.
• Make sure that the data in your file follows the same format as the example case provided in the data import CSV file.