If you’re chasing new leads or managing a field sales team, juggling prospect lists can tie you in knots. Half the battle is just getting your data into the right place so you can actually do something useful with it. This guide is for anyone who needs to import, organize, and manage prospect lists in Salesrabbit without losing their mind—or their leads.
No fluff, no jargon—just the steps, the pitfalls, and what’s actually worth your time.
Step 1: Prep Your Prospect List Before Importing
Don’t skip this. Garbage in, garbage out. Before you even touch Salesrabbit, polish up your list:
- Stick to CSV or Excel: Salesrabbit wants CSV files (Excel works, but CSV is safer). If your list is in another format, convert it.
- Clean up duplicates and obvious junk. Salesrabbit has some basic deduplication, but it’s not magic.
- Standardize your columns: You’ll need simple headers like
First Name,Last Name,Address,Phone,Email. Don’t get fancy—Salesrabbit will choke on weird field names. - Check for missing info: If half your list is missing phone numbers or addresses, you’re setting yourself up for frustration.
Pro tip: Spend 10 minutes here, save hours later. It’s faster than cleaning up a mess in the app.
Step 2: Importing Your List Into Salesrabbit
Here’s how you actually get your contacts into Salesrabbit. The process isn’t rocket science, but it’s easy to fumble a step.
- Log in to Salesrabbit (Web App)
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Imports work best from a computer, not the mobile app.
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Navigate to the Leads/Prospects Section
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Usually called "Leads" or "Prospects" in the main menu.
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Look for “Import” or “Upload” Button
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Sometimes under a dropdown. If you don’t have permissions, talk to your admin.
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Upload Your CSV
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Drag and drop your file, or use the file picker.
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Map Your Fields
- Salesrabbit will try to match your CSV columns to its fields.
- Double-check these—don’t trust the auto-mapping, especially for custom fields.
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If your CSV has a field Salesrabbit doesn’t recognize, decide if you really need it. Don’t clutter up your CRM with junk columns.
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Review and Start Import
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Salesrabbit will show you a preview. If something looks wrong, stop and fix your CSV. It’s easier than cleaning up a bad import.
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Wait for Confirmation
- Imports aren’t always instant. If you’re importing a big list, grab a coffee.
What works: The import tool is reliable if your data is clean.
What doesn’t: Trying to import messy, inconsistent data. Salesrabbit won’t fix your mistakes.
Step 3: Organize Prospects With Smart Lists and Tags
Once your list is in, it’s easy to get overwhelmed. Here’s how to keep things sane:
- Use Tags for Quick Filters: Tags like “2024 Spring Campaign” or “High Priority” make it easy to slice your lists. Don’t go overboard—five useful tags beat fifty confusing ones.
- Smart Lists or Saved Filters: Salesrabbit lets you save filtered views. For example, “All prospects in ZIP 90210 with no contact attempt.” Set these up once and reuse them.
- Custom Fields: If you need extra info (e.g., “Roof Type” or “Gate Code”), add custom fields—but only if your team will actually use them.
- Don’t ignore territories or assignments: If you have a team, assign prospects to reps or territories right after import. Otherwise, leads just float around and get missed.
Pro tip: Less is more. The more you overcomplicate your filters, the more likely you’ll ignore them later.
Step 4: Avoid Common Import and Management Pitfalls
Here’s where most people trip up:
- Duplicate leads: Salesrabbit has basic deduplication, but it can’t read your mind. If you import the same person twice (with a slightly different address or name), you’ll have to clean it up manually.
- Mismatched fields: If you map “Notes” to “Phone Number” by accident, good luck fixing that later.
- Forgetting to assign leads: Unassigned prospects fall through the cracks. Assign them right away, even if it’s just to yourself.
- Over-tagging: If every lead has ten tags, none of them mean anything.
What to ignore: Don’t bother filling out every custom field “just in case.” Focus on what your team actually needs in the field.
Step 5: Actually Work the List (Don’t Let It Gather Dust)
Getting data in is only half the job. Here’s how to make your list useful:
- Set up reminders and follow-ups: Salesrabbit lets you schedule callbacks or tasks. Use them, or you’ll forget who to contact next.
- Track status changes: Move prospects through stages like “Contacted,” “Interested,” “Not Home,” “Closed.” This is how you know what’s working.
- Use location mapping: One of Salesrabbit’s best features is mapping leads on a real map. Plan your routes before heading out—saves time, fuel, and headaches.
- Regularly clean out dead leads: Once a month, clear out or archive prospects who are going nowhere. A bloated list slows everyone down.
- Analyze what’s working: Every so often, look at which tags, sources, or campaigns are generating real business. Double down on those.
Pro tip: Don’t let your CRM turn into a graveyard. The best teams keep their lists lean and current.
Step 6: Export or Update As Needed
Sometimes you’ll want to update your list or export it for other tools. Here’s how to do that without breaking things:
- Exporting: Salesrabbit supports exporting leads to CSV. Handy for reporting or moving data to another system.
- Updating records: If you need to update a lot of leads, consider exporting, editing in Excel, and re-importing (but watch out for duplicates).
- Bulk editing: Salesrabbit allows some bulk actions (like adding tags or changing status), but it’s not as robust as some other CRMs. Don’t expect miracles.
What works: Export for reporting or backup.
What doesn’t: Using export/import as a regular way to update fields. If you’re doing this all the time, you probably need to rethink your workflow.
Keep It Simple, Iterate Often
Importing and managing prospect lists in Salesrabbit isn’t rocket science, but it’s easy to overthink. Clean your data before you start, keep your tags and filters simple, and actually use the list every week. Don’t worry about perfection—just get your system working and fine-tune as you go.
If you’re spending hours fiddling with custom fields or cleaning up the same issues over and over, step back and ask: “Is this actually making us more productive?” Usually, less is more. Keep it simple. Adjust as you learn what your team really needs.