How to Prepare Sales Recipient Details for Personalized Video

Start with the words and details your video will personalize

Prepare recipient details by first deciding what will change in your video for each person. A variable might be spoken text, a call-to-action link, or a row-specific background asset. Your recipient data should supply only those changing values—not information the video does not use.

Create a short, consistent recipient-data checklist

For a CSV or Excel list, use one column for each variable in your video template. Keep headers readable and stable, and make sure every recipient row has a value for each mapped variable. A small test file can help you check the setup before you upload a full list.

• ☐ List the variables in your video template, such as first_name, company, or booking_url.
• ☐ Use one column per variable, with a stable header for each.
• ☐ Put only the replacement value in each cell. If the template already says “Hi,” enter “Erada,” not “Hi Erada.”
• ☐ Check that each row has values for the fields you plan to map.
• ☐ If you use background mode, prepare the required background asset values too.
• ☐ Keep existing output fields—such as status or share links—separate from input variables.

Match your data source to the workflow

For a one-time list, batch, or quick test, CSV or Excel is a practical starting point. BHuman also documents Zapier for connected-app events, Leadr for outreach workflows, Pabbly for object-style webhook payloads, and API paths when your product or backend controls generation. Choose based on how you want recipient data to reach the campaign.

Map each field to the video template

In BHuman’s campaign setup, choose a data source and map each template variable to a source column or payload field. Exact header matches may be selected automatically when possible, but review the mapping rather than assuming it is correct. Campaign validation checks that required variables are mapped and that rows have values for mapped variables.

Test a few rows before generating a full batch

Generate a few test rows and review pronunciation, timing, subtitles, and any background assets. Short replacement values are generally easier to fit into a spoken section than long sentences. Fix incorrect headers, missing values, or repeated wording before moving on to a larger list.

Example: prepare a simple sales outreach row

For example, imagine your template says, “Hi {first_name}, I noticed {company} is hiring. Book a time here.” You might prepare columns named first_name, company, and booking_url, then add only the recipient’s name, company, and destination link to each row. The template keeps its fixed wording; the row supplies the changing values.

Use the checklist before you upload

Before sending your file into the campaign workflow, check that your data structure matches the template and that you have tested representative rows. This catches common mapping and content problems without assuming that the recipient list has been independently validated or enriched.

• ☐ Every column corresponds to a variable the template uses.
• ☐ Header names are stable and easy to distinguish.
• ☐ Cells contain replacement text only, not fixed template wording.
• ☐ Mapped fields contain values in each row you intend to generate.
• ☐ Background asset columns are ready if your campaign uses background mode.
• ☐ Test videos show the intended wording, timing, subtitles, and assets.