If you're using Experiense to manage contacts, you've probably realized the basics aren’t that hard—upload some names, tag a few lists, move on. But if you want to actually get value from your data (and not spend hours cleaning up messes later), you need a system. This guide is for people who want to avoid rookie mistakes and set up contact import and segmentation in Experiense the right way, without overcomplicating things.
1. Get Your Contact Data in Shape Before Importing
Don’t just dump whatever CSV you have lying around into Experiense. The cleaner your data is now, the less pain you’ll have later.
What to check before importing:
- Columns are consistent. Make sure every row has the same columns. Missing data is fine, but mismatched columns will trip up the import.
- No weird characters. Emojis, stray commas, or weird line breaks can break the import or mess up segmentation later.
- Standardize field names. Stick with clear headers like
First Name,Last Name,Email,Phone, etc. Don’t get cute—Experiense isn’t psychic. - Ditch the dead weight. Old, bounced, or obviously fake contacts? Delete them now.
- One contact per row. It’s shocking how often “multiple emails” end up jammed into one cell.
Pro Tip:
If you have a mess of spreadsheets, combine them into one master sheet and dedupe using something like Google Sheets’ “Remove duplicates” feature. Don’t rely on Experiense to do this for you.
2. Understand Experiense’s Import Options
Experiense offers a few ways to get contacts in. Here’s what actually matters:
- CSV Import: The most reliable. Use this unless you have a good reason not to.
- Copy/Paste: Fine for a handful of contacts, but error-prone for anything big.
- API/Integrations: Only worth it if you’re syncing with another system and know what you’re doing.
CSV is king. Prepare your file, follow the prompts, and map the fields exactly. Don’t skip the “review before import” step—this is your last chance to catch mistakes.
What to ignore:
Don't mess with “advanced” import settings unless you have a very good reason. The default process works for 95% of use cases.
3. Map Fields Carefully During Import
This is where most people mess up.
- Double-check field mapping. Experiense will try to guess which column goes where, but it’s not always right.
- Custom fields: If you need custom fields (e.g., “Industry” or “Signup Source”), create them before you import, so you can map data directly.
- Ignore irrelevant columns. You don’t need to import every random tidbit. Only bring in what you’ll actually use.
Heads up:
If you skip mapping a column, it won’t show up later. If you mis-map, your data will be a mess. Take the extra minute to get this right.
4. Clean Up Immediately After Import
Even with prep, imports can go sideways. Don’t just walk away once the progress bar hits 100%.
- Spot-check records. Pick a few at random—does the data look right?
- Check for duplicates. Experiense de-duplicates on email by default, but it can miss things. Run a quick search for obvious repeats.
- Look for broken formatting. Are names in all caps? Phone numbers with weird spacing? Fix them now.
If you see a big problem:
It’s usually faster to delete the import batch and start over than to fix hundreds of records by hand.
5. Build Segments That Actually Help You
Segmentation is where the magic happens—but only if you keep it simple.
Start with basic segments: - By status: Active, inactive, prospect, customer, etc. - By source: Where did they come from (webform, event, purchase)? - By engagement: Opened an email recently, clicked a link, etc.
How to create a segment in Experiense: 1. Go to the Contacts section. 2. Click “Create Segment” or similar (the label may change, but you get the idea). 3. Use filters like “Tag is,” “Email contains,” or “Last activity after [date].” 4. Give your segment a clear, boring name (e.g., “Recent Webinar Attendees”). You’ll thank yourself later.
What not to do: - Don’t make super-narrow segments unless you have a specific use for them. - Don’t try to segment on every field just because you can—stick with what matters to your workflow.
Real-world tip:
If you’re not sure how you’ll use a segment, don’t create it yet. Wait until you have a real campaign or report in mind.
6. Use Tags Wisely—Not as a Junk Drawer
Tags are handy but get out of control fast.
How to use tags well: - For temporary groups: E.g., “2024 conference,” “Needs follow-up.” - For simple labels: E.g., “VIP,” “Partner,” “Newsletter.”
What to avoid: - Don’t use tags for permanent traits that belong in a field (like “Industry” or “Region”). - Don’t create a tag every time you think, “I might want to filter by this someday.”
Pro Tip:
Audit your tags every few months. Merge or delete the ones you don’t use.
7. Keep Your Segmentation Strategy Simple
The best segmentation strategy is one you’ll actually maintain. Here are some rules of thumb:
- Fewer, better segments. If you have to scroll to see all your segments, you have too many.
- Automate where it makes sense. Use Experiense’s automation (if you pay for it) to move contacts between segments based on activity. But don’t automate for its own sake.
- Review regularly. Every quarter, look at your segments and tags. Delete the ones you don’t use.
Ignore the hype:
You don’t need “hyper-personalized micro-segments” unless you have a team dedicated to working them. For most people, broad, useful segments are more than enough.
8. Common Pitfalls and How to Dodge Them
Here’s what trips up most folks:
- Importing junk data. Garbage in, garbage out. Clean it first.
- Over-segmenting. It’s tempting to slice your list a hundred ways. Resist.
- Forgetting privacy basics. Make sure you’ve got permission to contact everyone you import—no exceptions.
- Not testing imports. Always do a test import with 10-20 records before doing the whole list.
9. When (and How) to Re-import or Update Contacts
Sometimes you need to update your contact list in bulk. Here’s what works:
- For small updates: Use Experiense’s bulk edit tools.
- For big changes: Export your current list, make edits in your spreadsheet, and re-import. Experiense matches on email, so updated info will overwrite the old.
- For ongoing sync: Only bother with API or integrations if you have an IT person or a real business need.
Don’t:
Keep uploading new lists without merging. You’ll end up with duplicates and conflicting info.
10. Keep It Simple, Iterate Often
You don’t need a PhD in CRM to get this right. Start with the basics, see what works for your workflow, and adjust as you go. Most of the pain in contact management comes from overthinking it or trying to do too much at once.
If you keep things clean and organized now, you’ll save yourself hours (and headaches) down the road. Remember: simple segments, clean data, and regular reviews beat fancy features every time.