If you run a sales or support team, you know the pain: messy lead lists, duplicates everywhere, and hours lost fighting with software instead of actually talking to customers. If you're using Convoso, you're probably here because you want to get your leads in cleanly—without babysitting spreadsheets or causing chaos in your dialer. This guide is for anyone who wants to spend less time cleaning up lists and more time getting results.
1. Get Your List Ready Before Import
Before you even log in to Convoso, do yourself a favor and prep your file. Most headaches happen because of junk in the list—so fix what you can before you upload.
Start with these basics:
- File format: Stick to CSV. Excel files sometimes work, but CSV is safer and less prone to weird errors.
- Headers: Make sure every column has a clear header. “Phone” instead of “Column1.”
- No blanks: Delete completely empty rows and columns—Convoso can choke on these.
- Consistent data: If you have states, use full names or two-letter codes, not a mix.
- Phone numbers: Remove dashes, parentheses, or any weird formatting. Just the digits.
Pro tip:
Take 5 minutes to scan for duplicate phone numbers in Excel or Google Sheets before uploading. No tool is perfect at catching them later.
2. Log in and Find the Right Import Tool
Convoso has a few ways to get leads in, but for most people, it's the “List Import” feature in the admin panel. Don't get distracted by the “Quick Add” or “Single Lead” options—those are for one-offs, not real imports.
- Navigate to Admin > Leads > List Import.
- Make sure you have the right permissions. If you see a blank page or get errors, ask your admin.
What to ignore:
Convoso sometimes offers “auto-mapping” or “AI field detection.” Don’t trust it blindly. Always double-check.
3. Upload Your File and Map Fields (Don’t Rush!)
Here’s where most bad imports happen. You’ll upload your CSV, and Convoso will try to guess which column goes where. Sometimes it nails it, sometimes it’s way off.
Key things to watch:
- Required fields: At minimum, map phone number, first name, last name, and any custom fields your campaigns need.
- Duplicate detection: If you see multiple columns mapped to the same field, fix it. Don’t leave “Phone 2” mapped to “Main Phone” unless you want trouble.
- Ignore junk columns: Unmap any weird or blank columns (like “Unnamed: 7” or “Notes” with nothing in them).
- List assignment: Make sure you’re putting these leads in the right list—don’t just dump everything into “Default.”
Pro tip:
If you have custom fields (like “Source” or “Product Interested”), map them carefully. Don’t create new fields every import; you’ll end up with a mess.
4. Use Convoso’s Built-In Cleaning Tools (But Don’t Rely Solely on Them)
Convoso tries to help you clean lists as you import:
- Duplicate Removal: You can choose to remove duplicates by phone number. Always check this box unless you want duplicates (you don’t).
- DNC Scrub: If you’ve loaded a Do Not Call list, Convoso can scrub against it. Use it. Fines are no joke.
- Error Log: After import, Convoso gives you a list of any leads it skipped or flagged. Download and actually look at this file.
What works:
The duplicate checker is pretty good for phone numbers. DNC scrubbing is a must.
What doesn’t:
Convoso won’t catch typos in names, bad email formatting, or subtle data issues. Don’t expect miracles.
5. Check Your Imported List Before You Start Dialing
Don’t assume it’s perfect just because the upload finished.
- Go to Leads > Search Leads, filter for your new list, and spot-check a few records.
- Look for:
- Missing phone numbers
- Obvious junk (like “asdf” in name fields)
- Leads assigned to the wrong list or campaign
Pro tip:
If you imported a big batch, run a test campaign to 10 leads first. If you see lots of errors, fix them now—not after 10,000 calls go out.
6. Ongoing List Hygiene: How to Keep Things Clean
Importing once is easy—keeping it clean is harder. Here’s what actually helps:
- Regularly merge and dedupe: Don’t let multiple versions of lists pile up.
- Use naming conventions: Call your lists something specific, like “Jan2024_Inbound” not just “List1.”
- Archive old lists: Don’t keep dialing leads that went cold a year ago.
- Export and spot-check: Every month, export a sample and look for patterns—lots of bounces, weird area codes, etc.
7. What to Skip and What to Automate
You’ll see lots of advice about “enriching” data or running heavy-duty verification on every lead. For most teams, that’s overkill.
- Skip: Paying for expensive third-party cleaning tools unless you have serious compliance needs.
- Automate: Set up simple scripts or Zapier automations to format numbers and strip out obvious junk before uploading.
If you’re managing huge volumes:
Consider a lightweight database or Google Sheets script to catch more subtle issues (like duplicate emails or bad zip codes) before import.
8. Common Pitfalls (And How to Dodge Them)
- Uploading the wrong file: Double-check the filename—don’t import last week’s list by mistake.
- Mapping errors: Always review mappings before hitting “Import.” One bad mapping can trash your whole list.
- Ignoring error logs: Convoso tells you what went wrong. Don’t just close the window.
- Letting lists go stale: The older the lead, the less valuable. Clean out dead lists regularly.
9. Quick Checklist for Each Import
Before you hit “Import,” run through this:
- [ ] File is CSV, not Excel
- [ ] No blank rows or columns
- [ ] Phone numbers are digits only
- [ ] Duplicate check is on
- [ ] Mappings are correct
- [ ] List name is clear and specific
- [ ] You’ve previewed a sample of the data
Wrapping Up: Keep It Simple, Stay Vigilant
Getting your lead lists into Convoso cleanly isn’t rocket science, but it does take a little discipline. Keep your process simple. Don’t chase every shiny “data enhancement” tool. Spend a few extra minutes upfront, and you’ll save hours (and a lot of headaches) later. If something looks off, fix it before you call. Clean data means more connects, fewer complaints, and a much happier team.