If you're managing B2B leads and drowning in spreadsheets, this guide is for you. You want real, working steps for getting your leads into Goldenleads, slicing them up in ways that actually help, and—most importantly—not wasting your time on bells and whistles you’ll never use. We’ll walk through the process, flag what matters, and call out what you can skip.
Step 1: Get Your Data in Shape Before Importing
Don’t just throw everything at Goldenleads and hope for the best. Garbage in, garbage out. Clean up your CSV or Excel file first.
What to do:
- Standardize your columns. Make sure things like “Company Name,” “Email,” “Industry,” and “Status” are clearly labeled, not “Biz Name” or “Contact_Email.”
- Check for duplicates. Duplicates are the #1 way to mess up your segmenting later. Run a quick dedupe in Excel or Google Sheets.
- Remove unnecessary data. If you don’t need “Favorite Pizza Topping” or “Last Webinar Attended,” delete those columns now.
- Fix inconsistent formats. Dates, phone numbers, and names should all follow the same format. If you have “John Smith” and “Smith, John,” pick one style.
Pro tip:
If your data is a mess, spend 30 minutes cleaning it now. You’ll save hours (and headaches) once you’re working inside Goldenleads.
Step 2: Import Your Leads into Goldenleads
Ready to move your data into Goldenleads? Here’s how to do it without creating chaos.
- Log in to Goldenleads and find the import tool. Usually, there’s an “Import” or “Add Leads” button on the dashboard or leads page.
- Upload your file. Choose your cleaned CSV or Excel file. If you’re exporting from a CRM or another tool, double-check the format before uploading.
- Map your fields. Goldenleads will ask you to match your spreadsheet columns to its system fields. Take your time here—this is where people screw up. Make sure “Email” goes to “Email,” not “Phone Number.”
- Review sample data. Most tools will show a preview. Scan it for weirdness (like emails in the phone number column).
- Import and wait. Let Goldenleads process the data. For big imports, this might take a few minutes.
What works:
- Double-checking your field mapping saves tons of rework.
- Importing in smaller batches (if you have a huge file) makes troubleshooting easier.
What doesn’t:
- Blindly importing without reviewing. You’ll end up with garbage and have to start over.
- Relying on Goldenleads to “auto-detect” everything. It’s good, but not perfect.
Step 3: Basic Segmentation—Start Simple
Everyone loves the idea of “hyper-personalized segments.” In reality, most companies only need a handful to start.
Focus on what matters:
- Industry: SaaS, Manufacturing, Healthcare, etc.
- Company Size: Small, Medium, Large.
- Lead Status: New, Contacted, Qualified, Converted.
- Location: Useful for sales territories or compliance.
How to segment:
- Go to your leads list. Look for a “Segment,” “Filter,” or “Group” option.
- Create a new segment. Name it something obvious, like “Finance Leads - Northeast.”
- Set rules based on your fields. For example, “Industry = Finance” and “Location = Northeast.”
- Save and preview the segment. Make sure it pulls in the right leads.
What works:
- Keeping segments broad at first. Too much slicing and dicing = confusion.
- Using clear, business-relevant fields.
What doesn’t:
- Creating 50 micro-segments out of the gate. No one will use them.
- Segmenting on vanity data (like “Attended XYZ Event” if you never plan to use that info).
Step 4: Advanced Segmentation (But Only If You Need It)
If your team is up and running with basics, you might want to go deeper. But don’t do this on day one.
Examples of more advanced segments: - Engagement-based: Last contacted date, number of touchpoints, email opens. - Custom tags: Add tags for “VIP,” “Hot,” “Cold,” etc. - Lead source: Segment by how the lead came in (webinar, cold outbound, referral).
How to pull this off:
- Tag or update leads as you go. Most teams forget this part. If you’re too busy, skip it.
- Use “AND/OR” logic. Goldenleads typically lets you combine filters (e.g., “Industry = SaaS” AND “Lead Source = Webinar”).
- Test your segments. Run through a few leads in each segment—are they who you expected?
Pro tip:
If you’re not seeing value from a segment after a month, delete it. The more junk segments you have, the less anyone will use the tool.
Step 5: Keep Your Data and Segments Updated
This is the unglamorous part, but it’s what keeps your CRM from becoming a landfill.
- Set a schedule. Block 15 minutes each week to merge duplicates and check new data.
- Automate where possible. If Goldenleads lets you set up rules (like auto-tagging based on email domain), use them.
- Archive stale leads. Don’t be sentimental—if a lead hasn’t replied in a year, archive or delete it. You can always re-import if needed.
- Get your team on board. Make sure everyone knows how to add, edit, and segment leads. A CRM is only as good as its weakest user.
What works:
- Regular, light maintenance beats massive overhauls.
- Simple, documented processes help everyone stay on the same page.
What doesn’t:
- Letting old, messy data pile up. You’ll eventually stop trusting your own system.
What to Ignore (At Least for Now)
There’s always a shiny new feature or integration being pushed. Most teams don’t need them early on.
- Over-complicated scoring systems. If you don’t have enough data, these just create noise.
- Native integrations with every marketing tool. Stick to what you actually use.
- Custom fields for every possible scenario. Add them only after you’ve hit a wall with the basics.
If you’re not sure, skip it. You can always add more complexity later.
Quick Recap and Last Thoughts
Importing and segmenting leads in Goldenleads doesn’t have to be a slog. Clean your data first, start with simple segments, and don’t get distracted by “advanced” features you don’t need yet. Keep your process lean and adjust as you learn what actually helps your team close deals. Less is more—iterate as you go.