Exporting and syncing contact data from Closelyhq to other tools

If you're wrangling contacts inside Closelyhq and need to get that data into other tools, you’re not alone. Maybe you want to move contacts into your CRM, sync with email marketing platforms, or just keep things tidy across the platforms your team actually uses. The good news: Closelyhq does let you export and sync your contact data. The bad news: It isn’t always as smooth as the marketing makes it sound.

This guide is for people who want to get contact data out of Closelyhq and into other tools without losing their minds—or their data. I’ll walk you through what works, what’s a pain, and how to avoid the most common pitfalls. Let’s get into it.

1. Understanding Closelyhq’s Approach to Contact Data

Before you start clicking around, it helps to know what you’re dealing with. Closelyhq is built to help you find and manage leads, mostly for outbound sales or networking. Contacts are organized in lists, and each contact usually has fields like:

  • Name
  • Email
  • LinkedIn URL
  • Company
  • Phone (sometimes)
  • Custom fields (if you’ve added any)

Reality check: Closelyhq doesn’t have the deepest integrations or fanciest automations. It’s decent at what it does, but you’ll be using exports, imports, and maybe a third-party tool or two to connect the dots.

2. Exporting Contacts from Closelyhq: Step-by-Step

Getting your data out is the first hurdle. Here’s how:

Step 1: Log In and Find Your List

  • Go to Closelyhq and sign in.
  • Head to the “Leads” section, or wherever you keep your contact lists.
  • Pick the list you want to export.

Step 2: Select Contacts

  • You can export the whole list, or just selected contacts.
  • Use the checkboxes next to each contact, or the “select all” option.

Step 3: Look for the Export Option

  • Find and click the “Export” button. It’s usually in the top right or under a menu (look for three dots or a download icon).
  • If it’s not visible, double-check your account level—some export features are limited to paid plans.

Step 4: Choose CSV or Excel Format

  • Closelyhq will offer to export as CSV or sometimes Excel (XLSX).
  • CSV is safer—every tool on Earth can read it, so pick that unless you have a reason not to.

Step 5: Download and Open the File

  • Save the file somewhere obvious (Downloads, Desktop, etc.).
  • Open it with Excel, Google Sheets, or whatever you prefer.
  • Check that all the fields you need are there. Sometimes custom fields or notes get left out.

Pro Tips

  • Data loss is real: Custom fields, tags, or notes don’t always export cleanly. If you rely on them, open the CSV and check before moving on.
  • Duplicates happen: Closelyhq doesn’t always filter out duplicates on export. You might need to clean your list later.

3. Cleaning and Preparing Your Exported Data

Don’t skip this. Most headaches happen when you try to import messy data into another tool.

What to Watch For

  • Column names: Make sure they match what your target tool expects (e.g., “Email” vs. “Email Address”).
  • Weird characters: Sometimes names or notes come out garbled—especially if there are emojis or accents.
  • Empty rows/columns: Delete them to avoid confusion later.
  • Duplicates: Use Excel’s “Remove Duplicates” or similar features in Google Sheets.

Quick Cleaning Steps

  1. Open your CSV in Google Sheets or Excel.
  2. Scan for missing or obviously wrong data.
  3. Rename columns if your next tool requires certain names (check their import docs).
  4. Remove extra columns you don’t need.
  5. Save the cleaned file as CSV.

4. Importing Contacts to Other Tools

Here’s where things can get messy. Each tool has its own quirks.

Importing to a CRM (like HubSpot, Salesforce, or Pipedrive)

  • Go to your CRM’s import section (usually under “Contacts” or “Leads”).
  • Upload your cleaned CSV.
  • Map columns from your file to the CRM’s fields. Double-check this—mis-mapping is the #1 way data gets lost or ends up in the wrong place.
  • Start the import and watch for errors. Most CRMs tell you if something looks off.

Honest take: Some CRMs will choke on fields they don’t recognize or on weird formatting. If you get errors, go back to your CSV and fix them—don’t try to force it through.

Importing to Email Marketing Tools (like Mailchimp, ActiveCampaign)

  • Same process: Find the “Import Contacts” option.
  • Upload the CSV, map fields, and import.
  • Watch out for opt-in rules. You may need to verify these contacts have agreed to receive emails.

Importing to LinkedIn or Other Platforms

  • LinkedIn doesn’t let you bulk upload contacts anymore (at least not for outreach), so don’t waste time trying.
  • Other tools might require a specific template—always check their help docs first.

5. Automating the Sync: What’s Possible, What’s Not

Now, let’s talk about “syncing”—which is a fancy way of saying “keeping Closelyhq and your other tools up to date automatically.” Here’s the honest truth: Closelyhq has limited native integrations. You’ll need to get creative.

Option 1: Use Zapier, Make (formerly Integromat), or Similar

Closelyhq isn’t directly supported on Zapier or Make as of writing. That means you can’t set up a true “when contact is added in Closelyhq, push to CRM” automation out of the box.

  • Workaround: If Closelyhq sends webhook notifications or emails when new contacts are added, you might be able to connect those to other tools via Zapier’s email parser or webhook triggers. This is fiddly, and won’t work for everyone.

Option 2: Scheduled Manual Imports/Exports

  • Set a recurring reminder (weekly, biweekly).
  • Export contacts from Closelyhq as above.
  • Import into your CRM or marketing tool.
  • Not glamorous, but it works and avoids automation gremlins.

Option 3: Hire a Developer for Custom Sync

If you have a dev team, you could use Closelyhq’s API (if available—check your account) to build a custom sync. For most people, this is overkill and not worth the hassle unless you’re dealing with massive volumes or highly specific workflows.

Pro Tips

  • Don’t overcomplicate: Most teams don’t need real-time sync. Periodic manual updates avoid a lot of headaches.
  • Log your changes: Keep a simple spreadsheet or note of when you last synced, so nothing falls through the cracks.

6. What to Ignore: Features and Promises That Don’t Deliver

A few things you’ll see in forums or in Closelyhq’s own marketing that aren’t worth your time:

  • “One-click sync” promises: There’s no magic button that keeps Closelyhq and your CRM perfectly in sync. Anyone saying otherwise is selling something.
  • Browser extensions that “auto-import” everywhere: At best, these just scrape pages. They don’t handle real syncing and can break as soon as a site updates.
  • Third-party tools that require your login and promise everything: Be careful giving access to your contacts. If you’re going to use a connector, stick to reputable names.

7. Troubleshooting Common Headaches

Problem: Missing Data After Import

  • Go back to your CSV. Did the field get exported? Did you map the columns right?
  • Some fields just don’t export (especially custom ones). You may have to copy these manually.

Problem: Duplicates Everywhere

  • Clean your CSV before importing.
  • Most CRMs have a “merge duplicates” feature—use it after import.

Problem: Data Formatting Errors

  • Dates, phone numbers, or addresses looking weird? Standardize them before importing. Excel formulas or Google Sheets’ built-in tools can help.

Problem: Can’t Find the Export Button

  • Check your subscription level—Closelyhq hides some features on lower tiers.
  • If all else fails, contact support or check their help docs. Sometimes UI changes move things around.

8. Pro Tips for Keeping Contact Data Sane

  • Stick to one “source of truth”: Decide where your master contact list lives (Closelyhq, your CRM, or somewhere else). Don’t try to manage two lists at once.
  • Automate only what you understand: If you set up automations, make sure you can explain (and fix) them if they break.
  • Review your process regularly: Set a calendar reminder to check that your contacts are still syncing the way you want—tools and needs change fast.
  • Keep a backup: Always save a copy of your exported data before making big imports or changes.

Wrapping Up

Exporting and syncing contacts from Closelyhq isn’t rocket science, but it isn’t totally plug-and-play, either. Most of the friction happens during import—so spend a little extra time cleaning your data and mapping fields properly. Skip the “growth hacks,” ignore the “one-click” hype, and stick to what you can actually maintain. Start simple, and only automate once you’ve got the basics working.

With a few habits and a little skepticism, you’ll keep your contact data working for you—not the other way around.