If you’re reading this, you probably just want to get your website visitor data out of Visitorinsites and into your sales team’s hands—without jumping through hoops or getting buried in features you’ll never use. Maybe you’re in marketing, sales ops, or just the person who got “volunteered” to figure this out. Either way, this guide will walk you through the nuts and bolts, flag what actually matters, and warn you about the stuff that sounds good but rarely works.
Let’s get into the real world of getting Visitorinsites data off the platform and into a format your sales team can use—whether that’s a spreadsheet, CRM, or just a well-timed email.
Step 1: Decide What Data You (Actually) Need
Before you start clicking around, take five minutes to figure out what you’re trying to accomplish. Otherwise, you’ll waste time exporting every possible field “just in case,” and your sales team will ignore the spreadsheet.
Ask yourself: - What’s the goal? (e.g., cold outreach, account follow-up, reporting) - Who’s going to use this data, and how? (If you don’t know, ask them now.) - Which fields matter? (Company name and visit date? Contact info? Page views?)
Pro Tip:
Salespeople don’t want to dig through a monster CSV file. Keep it focused. If your team mostly wants company names and last visit dates, just export those.
Step 2: Export Data from Visitorinsites
Visitorinsites’ export options are pretty basic, which is a good thing—you won’t get lost in a sea of settings.
The Usual Export Method: CSV Download
- Log in to Visitorinsites.
- Head to your main dashboard or the “Leads”/“Visitors” page.
- Look for an “Export” or “Download” button—usually in the top-right or under a menu (sometimes it’s an icon, not a word).
- Click the export button.
- If you get to choose fields or date ranges, pick what you need (see Step 1).
- If not, you’ll get whatever default data they export.
- Download the CSV file to your computer.
What works:
- You get a universal format (CSV) that plays nice with Excel, Google Sheets, or most CRMs.
- Fast and painless—no fancy setup.
What doesn’t:
- You can’t schedule exports or automate them unless you use integrations or scripts.
- Sometimes, you get all fields whether you want them or not (so be ready to clean things up).
Other Export Options: Integrations & Automation
If you want something a little slicker than manual exports, Visitorinsites sometimes offers:
- CRM Integrations: Connect directly to Salesforce, HubSpot, etc. Not always plug-and-play—expect setup headaches.
- Zapier or Webhooks: For the tech-savvy (or your IT person), you can set up automated pushes to Slack, Google Sheets, or other tools.
- API Access: If you’ve got a dev team, you can pull data programmatically.
Should you bother?
If your sales team wants a weekly spreadsheet, just stick to manual exports. Integrations only pay off if you have lots of volume, strict timing needs, or want everything in your CRM automatically.
Step 3: Clean Up the Data (Don’t Skip This)
Here’s the part most people ignore—and then wonder why sales keeps complaining.
Open the CSV in Excel or Google Sheets
- Delete any columns you don’t need (seriously, most of them are noise).
- Double-check for weird formatting—date columns especially can get mangled.
- Filter out junk companies (ISPs, bots, “unknown,” etc.).
- If you have duplicate rows or companies, clean them up now.
Pro Tip:
Add a column for internal notes—your sales team might want to track follow-ups or mark “already contacted.”
What to ignore:
- Don’t bother reformatting to make it “look pretty.” The point is fast, usable info.
Step 4: Share the Data with Your Sales Team
Now you’ve got clean data. How you share it depends on what your team actually uses.
Option 1: Email the Spreadsheet
- Attach the CSV or Excel file.
- Include a quick summary of what it is and why they should care.
- Keep it regular—a weekly or bi-weekly send works best.
Pros:
- No setup or new tools to learn.
- Everyone gets the same info at the same time.
Cons:
- Version control is a pain if people update their own copies.
Option 2: Shared Drive or Cloud Sheet
- Upload the file to Google Drive, OneDrive, or Dropbox.
- Or paste it straight into a Google Sheet.
- Share the link with your team and set permissions.
Pros:
- Always up to date.
- Multiple people can add notes or tags.
Cons:
- Needs someone to update it regularly (unless you automate).
Option 3: Import into Your CRM
If your sales team lives in Salesforce, HubSpot, or another CRM, import the spreadsheet.
- Check your CRM’s import guide. Usually, you’ll need to map columns (company name, website, etc.).
- Watch out for duplicate records—most CRMs have a tool to merge or warn you.
- If you’re not sure what you’re doing, try it with a small test batch first.
What works:
- Sales can act on the data without switching tools.
- Follow-ups, notes, and status tracking all in one place.
What doesn’t:
- Imports can get messy if your data isn’t cleaned up.
- If your CRM has strict rules (required fields, deduplication), expect some troubleshooting.
Step 5: Set Up a Repeatable Process
The first export is always the slowest. After that, make it easier on yourself:
- Pick a cadence: Weekly or bi-weekly works for most teams.
- Automate if you’re ready: If you’re sick of manual work and have the right tools, look into integrations or automation (Zapier, API, or direct CRM connections).
- Get feedback: Ask your sales team what’s working and what’s getting ignored. Trim or change the export as needed.
- Document your steps: Just jot down the process somewhere. If you’re out sick or hand this off, no one wants to reinvent the wheel.
What to Ignore (Unless You Love Extra Work)
- Exporting every field “just in case.”
More data isn’t better—it’s just more clutter. - Trying to track every visitor as a “lead.”
Most of your traffic is bots, ISPs, or dead ends. Focus on companies with real buying potential. - Chasing perfect automation.
Unless you have hundreds of leads daily, it’s rarely worth the hours spent wiring up integrations.
Common Frustrations (and Fixes)
-
Problem: CSV file has weird characters or garbled text.
Fix: Open with Google Sheets instead of Excel. It usually handles funky encodings better. -
Problem: Sales ignores the report.
Fix: Ask them what would actually help—or if they want it at all. Sometimes less is more. -
Problem: Data is out of date by the time they act on it.
Fix: Export and share more frequently, or look into automating the flow (if it’s worth the effort).
Keep It Simple: Final Thoughts
Exporting and sharing Visitorinsites data doesn’t have to be a project. Most teams just need a clean spreadsheet, sent on a regular schedule, with the fields that matter. Don’t get distracted by fancy features or the promise of “fully automated” workflows if you don’t need them. Start simple, see what actually gets used, and tweak from there. That’s how you get value out of your data without creating more work for yourself—or your sales team.