Best practices for importing and segmenting contacts in Getlancey

If you've ever stared down a messy spreadsheet of contacts and thought, “There’s no way this ends well,” you're in the right place. This guide is for anyone who wants to get their contacts into Getlancey without pulling their hair out—and actually use segmentation for something useful, not just to check a box.

Whether you're a freelancer trying to organize leads, or a team making the switch from a clunky old CRM, this is for you. Let's cut through the noise and get your contacts set up the right way.

1. Get Your Data in Order Before Importing

Before you even open Getlancey, take a hard look at your contact list. Garbage in, garbage out. Clean data saves headaches later.

What to do:

  • Dump the duplicates. If “Jane Smith” is in your list three times with slight spelling differences, merge them now. Use spreadsheet tools (like Excel’s “Remove Duplicates”) or Google Sheets’ “Unique” function.
  • Standardize fields. Make sure names, emails, phone numbers, and other fields are in the same format throughout. Example: don’t mix “(555) 123-4567” and “5551234567.”
  • Check for missing data. Are you missing emails or names? Decide if you want to import incomplete contacts or skip them.
  • Tag while you prep. If you know a group of contacts should go into a certain segment (say, “Clients” vs “Prospects”), add a column for tags or status now.

Pro tip:
Don’t trust exports from old systems to be clean. Always open and scan your CSV before importing.

2. Map Your Fields to Getlancey’s Format

Getlancey lets you import contacts from CSV. But the column headers in your spreadsheet need to match what Getlancey expects, or you’ll end up with mismatched data.

How to get it right:

  • Check Getlancey’s import template. Download their sample CSV (usually available on the import screen) and use those headers.
  • Common required fields: Name, Email, Company, Phone, Tags/Segments. If you have custom fields (like “Birthday” or “Source”), make sure they’re in the CSV, but don’t expect magic—if you call it “cell” and Getlancey calls it “mobile,” you’ll need to map that during import.
  • Date formats matter. Use YYYY-MM-DD for any date fields unless Getlancey’s docs say otherwise.

What not to do:
Don’t try to import 30 custom fields unless you really need them. Start simple.

3. Importing Contacts: Step-by-Step

Ready? Here’s the basic workflow:

  1. Go to Contacts in Getlancey. Find the “Import” option (usually a button at the top or under a menu).
  2. Upload your CSV. Drag and drop, or browse to your file.
  3. Map your columns. Getlancey should prompt you to match your CSV headings to their fields. Double-check—this is where most mistakes happen.
  4. Preview the import. If Getlancey offers a preview, use it. Look for weird formatting, missing data, or mismatched fields.
  5. Import and wait. For large lists, it may take a few minutes. Don’t refresh or navigate away.
  6. Check the results. Spot-check a few contacts. Did everything land in the right place? Any missing info?

If you hit errors:
Read the error messages carefully. They’re usually about duplicate emails, invalid formats, or empty required fields. Fix, re-export, and try again.

4. Segmenting Contacts: Do It for a Reason

Segmenting is just grouping contacts so you can actually work smarter. Don’t overthink it, and don’t go segment-crazy.

Segments that actually help:

  • Clients vs. Prospects: The most obvious, but still the most useful.
  • Geography: Good if you have region-specific offers or events.
  • Last Contacted: Helps you see who’s gone cold.
  • Industry or Service: Only if it changes how you work with them.

Tags vs. Segments:
Some tools (including Getlancey) blur the lines between tags and segments. Tags are fast, flexible labels (“VIP,” “Needs Follow-up”)—use them liberally. Segments are saved groups based on rules (“all contacts tagged ‘2024 Conference’ and not contacted in 30 days”).

What to avoid:

  • Too many segments: If you need a spreadsheet to remember your segments, you’ve gone too far.
  • Segments you never use: If you never email your “Q2 Leads,” drop the segment.
  • Overlapping logic: If someone’s in 10 segments, your rules are too fuzzy.

Pro tip:
Start with a handful of meaningful segments. You can always add more, but cleaning up later is a pain.

5. Building Segments in Getlancey

Here’s how to actually set up useful segments in Getlancey:

  1. Use filters, not just tags. Go to your contacts list and try filtering by tags, status, or any custom fields you imported.
  2. Save filtered views as segments. Most CRMs, Getlancey included, let you save a filtered list as a reusable segment.
  3. Set rules, not just manual lists. Segments should update as contacts meet the criteria (e.g., “has tag ‘Prospect’ and added after Jan 1, 2024”).
  4. Name segments clearly. “Clients - Active” is better than “Segment 1.”

Real-world example:

  • You want a segment of “Clients in New York who haven’t been contacted in 60 days.”
    • Filter: Tag = “Client” AND State = “NY” AND Last Contacted = more than 60 days ago.
    • Save as “NY Clients - Needs Follow-up.”

Don’t worry about perfection.
Your first segments will be rough. You’ll tweak as you use them.

6. What Actually Works (and What Doesn’t)

Let’s cut through the hype:

What works:

  • Cleaning your list before importing. Seriously, don’t skip this.
  • Using tags for one-off flags (“VIP,” “Needs Invoice”).
  • Keeping segment logic simple. If you can explain it in a sentence, you’re on the right track.
  • Reviewing your segments every few months. Prune what you don’t use.

What doesn’t:

  • Importing every possible data field “just in case.” You’ll never use half of them.
  • Making a segment for every minor difference. Too much noise, not enough signal.
  • Hoping automation will fix messy data. It won’t—clean it first.

Ignore this:

  • Advice that says you must segment by every demographic. Only do it if it helps you take action.
  • Templates that assume every business is the same. Your segments should fit your workflow.

7. Fixing Common Import and Segmentation Problems

Everyone messes this up at least once. Here’s what to do if things go sideways:

  • Duplicated contacts: Use Getlancey’s merge or deduplication feature if available, or re-export, clean, and re-import.
  • Missing data: If you skipped a field, you can often import a CSV with just the missing details. Match on email to update.
  • Wrong segment/tag: Bulk edit is your friend. Select all, add or remove tags, and resave segments as needed.
  • Junk data imported: Archive or delete irrelevant contacts—don’t just let them sit.

8. Keeping It Clean: Ongoing Maintenance

Contacts lists get messy over time if you’re not careful.

  • Regularly deduplicate. Once a quarter is usually enough.
  • Archive stale contacts. If you haven’t contacted someone in a year and don’t plan to, move them out of active segments.
  • Update segments as your workflow changes. If a segment isn’t useful, kill it.
  • Spot-check new imports. Make it a habit, not an afterthought.

Pro tip:
Don’t be the person with 10,000 contacts and no idea who’s who.

Wrap-up: Start Simple, Iterate as You Go

You don’t need a perfect system on day one. Clean data, a few smart segments, and regular maintenance go a long way. Getlancey is flexible, but it won’t magically organize chaos. Start small, see what actually helps you work faster, and adjust as you go.

Remember: the best system is the one you’ll actually use.