If you’ve ever stared down a massive spreadsheet full of contacts, you know how fast things can get messy. Importing and cleaning big lists in a CRM like Rb2b isn’t glamorous work, but it’s where good campaigns start. This guide is for marketers, sales ops, and anyone who gets stuck with the “just upload the list” job. I’ll walk you through what actually works, what most people screw up, and how to avoid spending your weekend untangling bad data.
Step 1: Get Your List in Shape Before You Touch Rb2b
Let’s get real: if your spreadsheet is a mess, Rb2b isn’t going to magically fix it. The less junk you import, the less you’ll have to clean up later.
What to do:
- Standardize your columns. Decide what fields you really need (first name, last name, email, company, phone, etc) and stick to them. Delete anything you don’t need — less is more.
- Check for missing data. Blank emails or names? Fix them now or remove those rows. Rb2b won’t be able to email a contact with no address, so don’t bother importing.
- Consistent formatting. Make sure fields like phone numbers and names use the same format. Example: pick “(555) 123-4567” or “555-123-4567”, not both.
- Remove obvious duplicates. A simple Excel “Remove Duplicates” on the email column can save you a lot of hassle later.
Pro tip: If you’ve got multiple sources, combine them into one sheet and standardize before importing—don’t let Rb2b become a dumping ground.
Step 2: Understand Rb2b’s Import Rules
Rb2b is pretty flexible, but it isn’t a mind reader. Know how it handles imports so you don’t get caught off guard.
What you need to know:
- Supported file types: CSV is the gold standard. XLS/XLSX sometimes work, but CSV is safest—no weird formatting issues.
- Field mapping: Rb2b will try to match your columns to its fields. If your column is called “First_Name” but Rb2b expects “First Name,” you might have to map it manually during import.
- Required fields: At a minimum, you’ll need a unique identifier (usually email). If you leave that out, the import will fail or create duplicates.
- File size limits: Rb2b can usually handle big files, but if your list is over 50,000 rows, split it up. Huge files are more likely to stall or error out.
What doesn’t work: Don’t try to import PDFs, images, or anything that isn’t structured data. You’ll just waste time.
Step 3: Do a Test Import With a Small Sample
Don’t throw your whole 40,000-row monster list at Rb2b right away. Pick 20-50 rows and do a dry run.
- Import the sample. Go through the whole process: upload, map fields, and look at how Rb2b handles your data.
- Check the results. Did the names, companies, and emails land in the right spots? Any weird formatting issues? Did Rb2b reject any rows, and why?
- Adjust as needed. Fix problems in your master file before importing the whole thing.
Why bother? Catching issues now saves you a ton of time later. Undoing a bad import is always a pain.
Step 4: Import the Full List (But Keep It Manageable)
Once your sample looks good, you’re ready for the big one. But don’t get cocky: even “clean” lists can surprise you.
- Upload your file. Use Rb2b’s import tool, and be ready to map fields if it doesn’t auto-match them.
- Watch for errors. Rb2b will usually tell you if any rows failed to import. Download the error log and actually read it—don’t just click past it.
- Spot-check the results. Pick a few contacts at random and check them in Rb2b. Are the fields correct? Are there any duplicates?
If you hit a wall: If the import fails, don’t panic. Check your file for weird characters, missing required fields, or duplicate emails. Clean and try again.
Step 5: Clean Up Inside Rb2b
Even with the best prep, junk slips through. Use Rb2b’s built-in tools to do the last round of cleanup.
Look for:
- Duplicates: Rb2b usually flags these, but run a deduplication anyway. Merge or delete as needed.
- Incomplete contacts: Filter for records missing key info (like name or email). Decide if you want to keep or delete them.
- Bad data: Did some names get swapped with company fields? Did phone numbers come in weird? Fix them now—don’t wait until you need to send a campaign.
- Tagging and segmentation: Add tags or assign contacts to segments now. It’s much easier before you start emailing.
What to ignore: Don’t obsess over typos in job titles or minor formatting quirks. Focus on what will actually affect your campaigns.
Step 6: Set Up Ongoing List Hygiene
One import isn’t the end. If you keep adding contacts, things will get messy again. Build simple habits to prevent future headaches.
- Schedule regular clean-ups. Once a month, run deduplication and check for incomplete contacts.
- Standardize new imports. Always clean and sample-test new lists before putting them in Rb2b.
- Educate your team. If multiple people import lists, make sure they know the process. Share a checklist or simple template—don’t rely on memory.
Pro tip: If you’re merging lists from events, partners, or other CRMs, always assume the data’s dirty until you prove otherwise.
What Actually Works (And What Doesn’t)
Works:
- Cleaning and standardizing before you import—never after.
- Using CSV files and keeping columns simple.
- Sampling before bulk imports.
Doesn’t work:
- Hoping Rb2b will “fix” your data for you—it won’t.
- Importing everything and planning to “clean it up later.”
- Ignoring error logs or failing to spot-check.
Don’t waste time on: Chasing down every single missing LinkedIn URL or obsessing over title case. Focus on what matters: can you email this person, and are they who you think they are?
Keep It Simple, Iterate, and Don’t Sweat the Small Stuff
Importing contact lists into Rb2b isn’t rocket science, but it does take some discipline. Clean your data before you import, test with small samples, and use Rb2b’s tools to tidy up what slips through. Most importantly: don’t let perfect be the enemy of good. Clean, import, check, and move on—your campaigns will thank you.
If you keep things simple and treat data hygiene as a habit, you’ll spend less time fixing mistakes and more time actually reaching your contacts. And that’s the point, right?