So you’ve got a pile of contacts and you want to actually reach the right people—not just blast messages into the void. This guide is for anyone who’s using Hellorobin and doesn’t want to waste time or money on bad data. Maybe you’re new to the tool, or maybe your lists could use some serious TLC. Either way, you’ll get honest, hands-on advice here—no vague promises, just clear steps.
Why Contact List Hygiene Matters (Really)
Look, every CRM promises magic when it comes to targeting, but the truth is: garbage in, garbage out. If your list is full of duplicates, typos, or out-of-date info, your campaigns will flop. Worse, you’ll annoy real people and possibly get flagged for spam. Cleaning your list isn’t glamorous, but it’s how you make your targeting actually work.
Step 1: Prep Your Contact List Before Import
Don’t just dump whatever you’ve got into Hellorobin and hope for the best. Spend a little time upfront to save a lot of headaches later.
What to Check Before Importing
- Remove obvious trash: Blank rows, test data, or weird formatting? Delete them now.
- Standardize columns: Make sure each column has a clear, single purpose (like “First Name,” “Email,” “Phone”).
- File format: Stick with CSV or XLSX. Hellorobin handles both, but CSV is less likely to cause surprises.
Pro tip: Open your file in Excel or Google Sheets and do a quick scan. If you see merged cells, weird symbols, or notes in the contact fields, clean those up now.
Step 2: Understand Hellorobin’s Import Rules
Hellorobin isn’t magic—it needs your data in a format it can actually use. Here’s what to know before you hit “Import”:
- Required fields: Usually, you’ll need at least one unique identifier—email or phone number. If you have both, use both.
- Field mapping: During import, you’ll match your columns to Hellorobin’s fields. If your column headers are vague (“Cell” instead of “Mobile”), fix them before uploading.
- Duplicate handling: Hellorobin can merge or skip duplicates, depending on your settings. Decide what you want before you upload.
Honest take: Don’t rely on the tool to “just know” what you mean. Be explicit with your headers and avoid custom fields unless you really need them.
Step 3: Import Your List
Here’s how to actually get your data into Hellorobin:
- Go to Contacts: Log in, head to the Contacts section.
- Upload: Click “Import” or the upload icon. Select your file.
- Map fields: Match your columns to the system’s (e.g., First Name, Last Name, Email, Phone).
- Set duplicate rules: Choose whether to merge, skip, or overwrite duplicates. (If you’re unsure, “skip” is safer.)
- Review and confirm: Double-check the preview. If anything looks off, cancel and fix your file.
- Start import: Click to finish the import. Hellorobin will process your list and show any errors.
Heads up: If you get a big error dump, don’t panic. Download the error file, see what went wrong, and fix those rows. Usually, it’s a missing required field or a formatting issue.
Step 4: Clean and Deduplicate Inside Hellorobin
Even if you prepped your file, odds are you’ll still have some junk slip through. Hellorobin has tools to help, but you have to use them.
What to Do Right After Import
- Scan for obvious duds: Look for incomplete rows—contacts without an email or phone aren’t much use.
- Run deduplication: Use Hellorobin’s “Find Duplicates” or similar feature. Merge or delete as needed.
- Search for weird characters: Sometimes weird symbols sneak in (especially from copy-paste jobs). Filter for “@” in names or numbers in the email field to catch these.
Pro tip: If you imported a big list, spot-check a few random contacts. If you see mistakes, they’re probably everywhere.
Step 5: Segment and Tag for Better Targeting
Once your list is clean, set yourself up for smarter campaigns.
- Create segments: Use filters (like “Location,” “Last Contacted,” or “Industry”) to build groups.
- Tag contacts: Add tags for things like “VIP,” “Newsletter,” or “2024 Event.” This helps you target, not spam.
- Avoid over-segmenting: Don’t create a tag for every possible thing. Start broad; you can always refine later.
What works: Simple, relevant tags and segments. What doesn’t: Trying to predict every possible use case up front.
Step 6: Ongoing List Maintenance
You’re not done after one import. Contacts get stale, people change jobs, and typos creep in.
- Set a cleanup schedule: Once a quarter is usually enough for most businesses.
- Export and review: Occasionally export your contacts, scan for weirdness, and re-import only what you want to keep.
- Monitor bounce rates: If a lot of your emails bounce, your list is getting old. Prune bad addresses.
- Get feedback: If people reply “wrong person” or “stop emailing,” update or remove those contacts.
Ignore: Any claim that a CRM can “auto-magically” keep your list perfect. That’s marketing fluff. You still have to check things yourself.
Common Pitfalls (and How to Dodge Them)
- Uploading old lists without review: You’ll end up targeting people who left years ago.
- Assuming names are always correct: People fill out forms with all kinds of junk. Don’t trust it blindly.
- Not testing imports: Always try a small batch first—catch obvious problems before importing thousands.
- Overcomplicating segmentation: More tags isn’t better. It’s just more to manage.
Quick Checklist
Before you hit “send” on your next campaign, ask yourself:
- Is every contact here someone who should hear from me?
- Are there obvious duplicates or blanks?
- Are my tags and segments actually useful, or just clutter?
- Am I checking my list every few months?
If you’re saying “no” to any of these, fix it before your next import.
Final Thoughts: Keep It Simple, Keep It Clean
Clean data isn’t glamorous, but it’s the difference between campaigns that work and campaigns that waste your time (and annoy your audience). Don’t try to build the perfect list on day one—just get in the habit of cleaning as you go. Start simple, check your work, and iterate. You’ll save yourself a lot of pain—and actually reach the people you care about.