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Media Plan Import

This workflow guide walks you through importing a media plan from a spreadsheet (Excel or CSV) into Whathead campaigns. This is the fastest way to create multiple campaigns when you have structured data in a spreadsheet format.
When to use this workflow:
  • Converting client media plans into campaigns
  • Importing campaign data from other tools
  • Creating many similar campaigns with different parameters
  • Migrating campaigns from spreadsheets to Whathead
For creating campaigns manually, see Creating Your First Campaign.

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Prerequisites

Before starting, ensure you have:
  • Connected at least one advertising platform (Meta, TikTok, Snapchat, or Google)
  • Admin or advertiser access to your ad account
  • A spreadsheet file (CSV or Excel) with campaign data
  • Creative assets ready (or URLs to assets)
Download the template spreadsheet from Whathead to get pre-configured column names and format examples. This eliminates mapping errors and saves time.

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Workflow Overview

Importing a media plan involves these steps:
  1. Prepare your spreadsheet with campaign data
  2. Upload the spreadsheet to Whathead
  3. Map spreadsheet columns to Whathead fields
  4. Review validation results and fix errors
  5. Import campaigns to the canvas
  6. Review generated campaign structure
  7. Publish campaigns to platforms
This workflow converts spreadsheet rows into campaign nodes automatically, saving hours of manual data entry.

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Step-by-Step Workflow

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1. Prepare Your Spreadsheet

1

Open your spreadsheet

Open your media plan in Excel, Google Sheets, or any spreadsheet application. If starting from scratch, download the Whathead template spreadsheet.
2

Structure your data

Organize your data with one row per ad. Group related ads by using the same campaign name and ad set name.Example structure:
  • Row 1: Campaign A, Ad Set 1, Ad 1
  • Row 2: Campaign A, Ad Set 1, Ad 2
  • Row 3: Campaign A, Ad Set 2, Ad 3
  • Row 4: Campaign B, Ad Set 1, Ad 4
3

Include required columns

Ensure your spreadsheet has these required columns:
  • Campaign Name: Unique identifier for each campaign
  • Platform: “Meta”, “TikTok”, “Snapchat”, or “Google”
  • Objective: Campaign objective (Sales, Traffic, Awareness, etc.)
  • Daily Budget: Budget per day (or Lifetime Budget)
  • Ad Set Name: Name for ad set
  • Ad Name: Name for ad
Column names are case-sensitive. Use exact names from the template to enable automatic mapping.
4

Add optional columns

Include optional columns for additional configuration:
  • Targeting (Age Min/Max, Gender, Locations, Interests)
  • Ad Copy (Primary Text, Headline, Description)
  • Creative (Image URL, Video URL)
  • Schedule (Start Date, End Date)
  • Call-to-Action and Destination URL
See Bulk Upload for complete column reference.
5

Format your data correctly

Follow these format rules:
  • Dates: Use YYYY-MM-DD or MM/DD/YYYY format
  • Numbers: Plain numbers without currency symbols or commas (e.g., 100, not $100)
  • Lists: Separate multiple values with commas (e.g., "New York, Los Angeles")
  • Text with commas: Enclose in quotes (e.g., "Shop now, save big!")
6

Save as CSV or Excel

Save your file as:
  • CSV (.csv): Recommended for large files (1000+ campaigns)
  • Excel (.xlsx): Easier for complex formatting

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2. Upload Spreadsheet to Whathead

1

Open Campaign Builder

Navigate to Campaign Builder in the left sidebar.
2

Click Bulk Upload

Click the Bulk Upload button in the toolbar (or center of canvas if empty).
3

Select your file

Click Choose File and select your CSV or Excel file. Whathead uploads and processes the file.
4

Wait for processing

Whathead reads your spreadsheet and prepares it for column mapping. This takes a few seconds for small files, up to a minute for large files (500+ campaigns).

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3. Map Columns to Fields

1

Review automatic mapping

Whathead automatically maps columns with standard names:
  • “Campaign Name” → Campaign Name field
  • “Platform” → Platform field
  • “Objective” → Objective field
  • “Daily Budget” → Daily Budget field
If your column names match the template, mapping is complete automatically.
2

Map custom columns manually

For columns with custom names:
  1. Select a spreadsheet column from the dropdown
  2. Select the corresponding Whathead field
  3. Repeat for all columns you want to import
You don’t need to map every column. Unmapped columns are ignored during import.
3

Review mapping preview

Check the preview showing:
  • First 5 rows of your data
  • How each column maps to Whathead fields
  • Any obvious data format issues
Verify the mapping looks correct before proceeding.
4

Save column mapping

Click Continue to proceed to validation. Your column mapping is saved for future imports.

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4. Review Validation Results

1

Wait for validation

Whathead validates all rows against platform requirements. This checks:
  • Required fields are present
  • Platform names are valid
  • Budgets meet minimums
  • Dates are properly formatted
  • URLs are valid
2

Review validation report

The validation report shows:
  • Total rows: How many rows were processed
  • Valid rows: Rows that passed all validation checks
  • Invalid rows: Rows with errors
  • Error details: Specific errors for each invalid row
3

Fix validation errors

Common validation errors:Missing required field
  • Error: “Row 5: Campaign Name is required”
  • Fix: Fill in all required fields in your spreadsheet
Invalid platform
  • Error: “Row 3: Platform must be Meta, TikTok, Snapchat, or Google”
  • Fix: Use exact platform names (case-sensitive)
Budget below minimum
  • Error: “Row 7: Daily budget must be at least $20 for TikTok”
  • Fix: Increase budgets to meet platform minimums (Meta: 1,TikTok:1, TikTok: 20, Snapchat: 5,Google:5, Google: 10)
Invalid date format
  • Error: “Row 10: Start Date must be in YYYY-MM-DD format”
  • Fix: Use ISO format (2024-06-01) or US format (06/01/2024)
4

Choose import option

If validation fails, you can:
  • Fix and re-upload: Correct errors in spreadsheet and upload again (recommended)
  • Import valid rows only: Skip invalid rows and import working data
  • Cancel: Fix all errors before importing
Use “Import valid rows only” to quickly import working data while you fix errors. Upload corrected rows later.

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5. Import to Canvas

1

Click Import

After validation passes (or choosing to import valid rows only), click Import to create nodes on the canvas.
2

Wait for import

Whathead generates campaign structure from your spreadsheet:
  • Groups rows by Campaign Name to create campaign nodes
  • Groups rows by Ad Set Name under each campaign to create ad set nodes
  • Creates ad nodes for each row
This takes a few seconds for small imports, up to a minute for large imports.
3

View imported campaigns

Imported campaigns appear on the canvas as connected nodes. The canvas auto-arranges nodes for readability.
Your spreadsheet data is now visualized as campaign nodes! Review the structure before publishing.

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6. Review Generated Structure

1

Check campaign hierarchy

Verify campaigns, ad sets, and ads are structured correctly:
  • Campaign nodes at the top level
  • Ad set nodes connected to campaigns
  • Ad nodes connected to ad sets
  • No disconnected or orphaned nodes
2

Review node configurations

Double-click nodes to inspect field values:
  • Campaign settings (objective, budget, schedule)
  • Ad set targeting and placements
  • Ad creative and copy
Verify data imported correctly from your spreadsheet.
3

Check validation status

Look for validation indicators:
  • Green checkmark: Node passes validation, ready to publish
  • Red warning icon: Validation errors need fixing
Click nodes with warnings to see what needs to be fixed.
4

Make adjustments

Edit any nodes that need changes:
  • Fix validation errors
  • Update field values
  • Add missing information
  • Upload creative assets if not included in spreadsheet
Imported campaigns are not published automatically. They exist only on the canvas until you click Publish.

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7. Publish Campaigns

1

Fix all validation errors

Ensure all nodes have green checkmarks. Fix any remaining validation errors before publishing.
2

Click Publish

Click Publish in the top-right corner. Whathead shows a publish summary listing what will be created.
3

Review publish summary

The summary shows:
  • How many campaigns, ad sets, and ads will be created
  • Which platforms they’ll be published to
  • Total budget across all campaigns
Verify this matches your expectations.
4

Confirm and wait

Click Confirm to publish. Whathead sends campaigns to platforms. You’ll see a success message when complete.
Your media plan is now live! Campaigns will start running according to your schedule and budget settings.
5

Monitor in platform

Check your platform dashboard to verify campaigns are live and running correctly. Platform ad review typically takes 15 minutes to 24 hours.

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Spreadsheet Format Examples

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Basic Campaign Structure

Campaign Name,Platform,Objective,Daily Budget,Ad Set Name,Ad Name
Summer Sale 2024,Meta,Sales,100,US 18-35,Beach Photo A
Summer Sale 2024,Meta,Sales,100,US 18-35,Beach Photo B
Summer Sale 2024,Meta,Sales,100,UK 25-45,City Photo A
Fall Sale 2024,TikTok,Traffic,50,US All Ages,Video Promo A
This creates:
  • Campaign 1: “Summer Sale 2024” (Meta, Sales, $100/day)
    • Ad Set 1: “US 18-35” with 2 ads
    • Ad Set 2: “UK 25-45” with 1 ad
  • Campaign 2: “Fall Sale 2024” (TikTok, Traffic, $50/day)
    • Ad Set 1: “US All Ages” with 1 ad

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With Targeting and Creative

Campaign Name,Platform,Objective,Daily Budget,Ad Set Name,Ad Name,Targeting - Age Min,Targeting - Age Max,Targeting - Gender,Targeting - Locations,Image URL,Ad Copy - Primary Text,Ad Copy - Headline,Call-to-Action,Destination URL
Product Launch,Meta,Sales,200,Women 25-34,Creative A,25,34,Female,"New York, Los Angeles",https://example.com/img1.jpg,Shop our new collection now!,50% Off Launch Sale,Shop Now,https://example.com/sale
Product Launch,Meta,Sales,200,Women 25-34,Creative B,25,34,Female,"New York, Los Angeles",https://example.com/img2.jpg,Limited time offer on new arrivals,New Collection Available,Shop Now,https://example.com/sale
Product Launch,Meta,Sales,200,Men 25-34,Creative C,25,34,Male,"New York, Los Angeles",https://example.com/img3.jpg,Discover our latest products,Launch Week Special,Learn More,https://example.com/sale
This creates one campaign with two ad sets (Women 25-34, Men 25-34), each with different targeting and creative.

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Multi-Platform Campaign

Campaign Name,Platform,Objective,Daily Budget,Ad Set Name,Ad Name
Holiday Campaign,Meta,Sales,150,US Audience,Holiday Ad 1
Holiday Campaign,Meta,Sales,150,US Audience,Holiday Ad 2
Holiday Campaign,TikTok,Sales,100,US Audience,Holiday Video 1
Holiday Campaign,Snapchat,Sales,75,US Audience,Holiday Snap 1
This creates the same campaign structure across three platforms (Meta, TikTok, Snapchat) from one spreadsheet.

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Common Media Plan Import Scenarios

Scenario: Your client provides a media plan in Excel with campaign details, budgets, and targeting.Steps:
  1. Open the client’s Excel file
  2. Add or rename columns to match Whathead’s required columns
  3. Format data according to Whathead requirements (dates, numbers, etc.)
  4. Upload to Whathead and map columns
  5. Fix any validation errors
  6. Import to canvas and review
  7. Publish when ready
Time saved: Converting a 50-campaign media plan takes 10-15 minutes vs. 3-4 hours of manual entry.
Scenario: You need 20 campaigns with identical structure but different geographic targeting.Steps:
  1. Create a spreadsheet with 20 rows (one per region)
  2. Use the same campaign structure for all rows
  3. Change “Targeting - Locations” column for each row
  4. Upload and import
  5. Publish all campaigns at once
Time saved: 20 campaigns in 5 minutes vs. 1-2 hours manually.
Scenario: You’re switching from another campaign management tool and want to migrate existing campaigns.Steps:
  1. Export campaigns from old tool (usually to CSV)
  2. Reformat CSV to match Whathead column requirements
  3. Upload to Whathead and map columns
  4. Import and review on canvas
  5. Publish to platforms
Time saved: Migrate 100+ campaigns in 30 minutes vs. days of manual rebuilding.
Scenario: You want to create 10 ad variants with different headlines for A/B testing.Steps:
  1. Create spreadsheet with 10 rows (one per variant)
  2. Use same campaign and ad set for all rows
  3. Change “Ad Copy - Headline” column for each row
  4. Upload and import
  5. Publish all variants under one ad set
Time saved: 10 variants in 2 minutes vs. 20-30 minutes manually.
Scenario: You need to create 100 campaigns for Q4 with different products, audiences, and budgets.Steps:
  1. Build comprehensive spreadsheet with all campaign data
  2. Include targeting, creative URLs, and ad copy
  3. Upload to Whathead (may split into multiple files if very large)
  4. Import and review in batches
  5. Publish campaigns in phases
Time saved: 100 campaigns in 1-2 hours vs. weeks of manual work.

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Best Practices

Use the template spreadsheet: Download the template from Whathead to get correct column names and format examples. This eliminates mapping errors and saves significant time.
Start with a test import: Import 5-10 campaigns first to verify your spreadsheet format works correctly. Then scale up to larger imports once you’ve validated the structure.
Validate data before uploading: Check your spreadsheet for errors (missing values, invalid formats, typos) before uploading to Whathead. This saves time and reduces frustration.
Use consistent naming conventions: Use clear, consistent names for campaigns, ad sets, and ads. This makes the generated structure easier to understand and manage on the canvas.
Group related ads together: Put ads for the same ad set on consecutive rows in your spreadsheet. This makes the structure clearer and easier to review after import.
Include creative URLs when possible: If you have public URLs for images/videos, include them in the spreadsheet. This automates creative upload and saves time.
Document your column mapping: Save a copy of your column mapping for future imports. This ensures consistency across multiple media plan imports.

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Troubleshooting

Cause: File format issue or file too large.Solution:
  • Ensure file is CSV or Excel (.xlsx) format
  • For large files (500+ campaigns), split into multiple smaller files
  • Remove any special formatting, macros, or formulas from Excel files
Cause: Column names don’t match template exactly (case-sensitive).Solution:
  • Download the template and compare column names
  • Rename columns in your spreadsheet to match exactly
  • Or map columns manually in the mapping interface
Cause: Data format doesn’t meet requirements.Solution:
  • Review validation error details for specific issues
  • Common fixes: remove currency symbols from budgets, format dates correctly, use exact platform names
  • Fix errors in spreadsheet and re-upload
Cause: Campaign Name or Ad Set Name grouping issue.Solution:
  • Rows with identical Campaign Name are grouped into one campaign
  • Rows with identical Ad Set Name under same campaign are grouped into one ad set
  • Use unique names if you want separate campaigns/ad sets
Cause: Image URL or Video URL not accessible or invalid format.Solution:
  • Ensure URLs are publicly accessible (no authentication required)
  • Verify URLs point directly to image/video files
  • Check file formats meet platform requirements
  • Alternative: Import without creative and upload assets manually after import
Cause: Partial validation failure - some rows valid, others invalid.Solution:
  • Check validation report for which rows failed
  • Fix invalid rows in spreadsheet
  • Upload corrected rows separately
  • Whathead will add them to existing campaigns if Campaign Name matches

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After Importing

Once campaigns are imported to the canvas:
  • Review carefully: Double-check all field values before publishing
  • Test with small batch: Publish a few campaigns first to verify everything works
  • Monitor performance: Check platform dashboards after publishing
  • Iterate and improve: Refine your spreadsheet template based on what works
Imported campaigns behave exactly like manually created campaigns. You can edit, duplicate, copy/paste, and publish them using all standard Whathead features.

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Next Steps

Bulk Edit

Edit multiple imported campaigns simultaneously.

Bulk Publish

Publish multiple imported campaigns at once.

Bulk Upload Reference

Complete bulk upload documentation with all column options.

Publishing Workflow

Understand how imported campaigns are published.