If you’re handling sales, marketing, or ops, there’s a good chance your contact lists are a mess—spreadsheets everywhere, duplicates galore, and not enough time to fix it. This guide is for anyone who wants to actually get organized in Closershq without losing their mind. We’ll go step-by-step, call out what really matters, and skip the fluff that doesn’t.
1. Get Your Contact List Ready Before Import
Don’t just grab the latest CSV and hope for the best. A little prep work goes a long way.
What works:
- Clean up your source file. Delete old junk. If you haven’t talked to someone in three years and don’t plan to, leave them out.
- Standardize columns. Closershq expects things like “First Name,” “Last Name,” “Email,” etc. Make sure the headers in your spreadsheet match what’s in Closershq or can at least be mapped easily.
- Ditch the weird formatting. Extra spaces, funky capitalization, or numbers where words should be? Fix them now, so you don’t end up with “jOhn SMITH” or phone numbers in the birthday field.
- Remove duplicates. If you have the same contact five times (even with slightly different emails or names), merge them in advance. There’s nothing more annoying than chasing leads only to realize you’ve been calling the same person all week.
What to ignore:
- You don’t need to split hairs over every single field. Focus on what you actually use—name, email, phone, maybe company. Don’t obsess over things like “Salutation” unless it really matters to your workflow.
Pro tip:
If you inherit a list from someone else, spot-check 20 random rows. If you see lots of inconsistencies or outdated info, it’s probably worth doing a bigger cleanup before you import.
2. Map Your Columns Carefully
When you upload your file into Closershq, you’ll get a “mapping” step. This is where things can go sideways if you’re not paying attention.
How to do it right:
- Review every column. Don’t assume Closershq will guess correctly. Make sure “Phone” doesn’t end up in “Notes.”
- Skip unnecessary columns. If you have a column you don’t need, just don’t map it. Less clutter later.
- Watch for duplicates. If you see an option to map two columns to the same field, don’t do it—Closershq will just keep the last value.
What doesn’t work:
- Don’t blindly hit “Next.” If you don’t map columns right, you’ll spend more time cleaning up after the import than you would prepping the file.
Pro tip:
If your data has custom fields (like “Favorite Ice Cream”), create those fields in Closershq before you import. That way, you don’t lose info you actually care about.
3. Use Tags and Segments—But Don’t Overdo It
Organizing contacts after import is where you can make your life easier (or a lot harder).
What works:
- Start simple. Use broad tags for things like “2024 Conference Leads” or “Newsletter Subscribers.”
- Segment by action, not just by info. For example, “Needs Follow-Up” or “VIP Clients” are way more useful than “Lives in Texas.”
- Automate when you can. Closershq lets you create rules that tag or segment contacts based on criteria. Use this for repetitive stuff, not for every single edge case.
What to ignore:
- Don’t create a tag for every tiny thing (“Likes Dogs,” “Prefers Email After 3pm”). You’ll just end up with a confusing mess.
- Forget about using segments as a substitute for real pipeline stages. Segments are for organizing, not tracking deals.
Pro tip:
Have one person on your team in charge of tag/segment naming conventions. Otherwise, you’ll get “VIP,” “vip,” “V.I.P.,” and nobody will know what’s what.
4. Watch Out for Duplicates and Bad Data After Import
No matter how careful you are, something always slips through.
How to spot issues:
- Use the built-in duplicate checker. Closershq will flag potential duplicates. Review them before merging—sometimes “Jon Smith” and “John Smith” are actually two people.
- Run a quick search. Search for common domain names (“@gmail.com”) or popular first names to see if there are way too many versions floating around.
- Look for missing key info. Filter for contacts missing emails or phone numbers—if you need those, fill them in or archive the contact.
What doesn’t work:
- Don’t trust that “import successful” means everything is perfect. Always double-check.
Pro tip:
Set a recurring calendar reminder to clean up duplicates and check for bad data once a month. It’s a lot easier to do a little maintenance than a full-on rescue operation every year.
5. Use Contact Lists for Action, Not Just Storage
A list isn’t useful if nobody uses it.
What works:
- Tie lists to real workflows. If you create a “Webinar Attendees” list, have a plan for what happens next—follow-ups, marketing emails, whatever.
- Archive old lists. If a list isn’t in active use, archive or delete it. You’ll cut down on confusion.
- Share smartly. If you’re on a team, make sure everyone knows which lists are for what purpose. Label them clearly—“Do Not Call,” “2024 Prospects—East Coast,” etc.
What to ignore:
- Don’t create a separate list for every possible scenario. If you have 50 lists and only use three, something’s off.
Pro tip:
If you’re not sure whether to keep a list, ask yourself: “Will I really use this in the next three months?” If not, get rid of it.
6. What About Integrations and Automation?
Here’s where a lot of people get sucked in by the promise of “seamless” everything. In reality, integrations are helpful—when you actually need them.
What works:
- Start manual, automate later. Don’t set up fancy syncs with 10 tools before you’ve got your lists in order. Get the basics right first.
- Use integrations for routine stuff. Like syncing new contacts from a web form or connecting with your email platform.
- Test with small batches. Integrations can make a mess fast if they’re misconfigured. Always try with a handful of contacts before turning anything loose on your whole list.
What doesn’t work:
- Don’t expect any integration to magically clean up your data. Garbage in, garbage out.
Pro tip:
Keep a log (even just a Google Doc) of what integrations you’ve set up, how they work, and who to talk to if something breaks. Saves a ton of headaches down the line.
7. Keep Your Organization System Simple
The best system is the one you’ll actually keep using.
What works:
- Stick to a naming convention. Pick a pattern for tags and lists, and enforce it. (“YYYY Event Name,” “Type: Status,” etc.)
- Write down your process. Even if it’s just a bulleted checklist, have a place where new team members can see how things are supposed to work.
- Review regularly. Every few months, look at your tags, segments, and lists. If you’re not using something, clean it up.
What to ignore:
- Don’t chase every new feature or tool that comes along. If your current system works, don’t complicate it.
Pro tip:
If you find yourself explaining your setup more than once a week, it’s probably too complicated.
Wrapping Up: Don’t Overthink It
Importing and organizing contacts in Closershq isn’t rocket science, but it does take a little planning. Clean up before you import, map columns on purpose, keep your tags and lists tidy, and don’t let automation distract you from the basics. Keep your system as simple as possible, and don’t be afraid to tweak things as you go. The goal is less time wrangling data, more time actually talking to people.
If you take nothing else away, remember: simple beats perfect, and regular cleanup is your friend. Happy importing.