Whether you’re running outbound campaigns or just tired of wrestling with spreadsheets, getting your prospect lists right in Woodpecker can be the difference between good targeting and total chaos. If you’ve ever imported a list and watched your open rates tank or wondered why replies are so off-base, this guide’s for you. We’ll dig into real, practical steps to keep your lists clean, organized, and actually useful—without wasting hours on busywork.
Step 1: Get Your Prospect List Ready
Before you touch Woodpecker, your prospect list needs some prep. Woodpecker isn’t magic—it’ll reflect whatever data you give it. Garbage in, garbage out.
Here’s what a usable CSV should look like: - Columns clearly labeled (e.g., First Name, Last Name, Email, Company, Website, Custom fields if needed) - No merged cells, no weird formatting - UTF-8 encoded (saves you from weird character issues) - No duplicate emails (Woodpecker will skip these, but why risk confusion?)
Pro tip:
If you’re pulling data from LinkedIn or scraping tools, double-check for junk emails (think “info@” or “admin@”). These rarely convert and can hurt deliverability.
What to Ignore
- Don’t overcomplicate your list with 20+ columns. Only include what’s actually useful for personalization.
- Avoid mixing wildly different segments (“SaaS founders” and “local plumbers” in the same file? Not a good idea).
Step 2: Importing Prospects into Woodpecker
Once your CSV is ready, importing is pretty straightforward—but there are a few gotchas.
-
Head to the Prospects Tab
In Woodpecker, go to the “Prospects” tab for your chosen campaign. You’ll see an “Add prospects” button. -
Upload Your File
Click “Import” and select your CSV. Woodpecker will try to map columns automatically. Double-check these—sometimes it guesses wrong, especially with custom fields. -
Map Custom Fields
If you have fields like “{{FavoriteSnack}}” for hyper-personalization, make sure they match up. Otherwise, you’ll end up with broken templates and awkward emails. -
Preview and Confirm
Woodpecker lets you preview a few rows. This is your last chance to catch obvious mistakes (e.g., emails in the First Name field). -
Finish Import
Hit “Import.” If there are duplicates or invalid formats, Woodpecker will call them out. Review, fix, and re-upload if needed.
Honest take:
The import tool is solid, but not foolproof. If your CSV has hidden characters or funky formatting, expect errors. Always check the preview before confirming.
Step 3: Segmenting Your Prospect Lists
Here’s where most folks go wrong: dumping everyone into one giant list. If you want better targeting, use segments.
Ways to Segment Prospects
- By industry (e.g., SaaS, e-commerce, agencies)
- By job title or seniority
- By company size
- By stage in your sales funnel
- By geographic region
Create separate campaigns or lists for each segment, or use tags/filters within Woodpecker to keep things tidy.
Why it matters:
Segmented lists let you write more specific, relevant emails. You’ll see higher reply rates and fewer “not a fit” responses.
What not to worry about:
Don’t obsess over micro-segments. Three to five clear segments is usually plenty to start; you can always get more granular later.
Step 4: Cleaning and Managing Prospects Inside Woodpecker
Even a good list goes stale. People change jobs, companies close, emails bounce. Here’s how to keep your lists healthy:
Regular List Maintenance
- Remove bounces automatically:
Woodpecker flags bounces. Archive or delete these prospects right away. - Unsubscribe & opt-outs:
If someone asks out, respect it. Woodpecker handles this, but you should spot-check. - Update data:
If you notice obvious errors (like “First Name: CEO”), fix them. Small details matter for personalization. - Deduplicate:
Woodpecker skips exact email duplicates, but won’t catch the same person at a new company or with a typo. Scan lists occasionally to avoid embarrassing repeats.
Using Filters and Tags
- Tags:
Add tags to prospects for easy filtering—think “VIP,” “Conference2024,” or “WarmLead.” - Filters:
Use filters to view only certain segments (e.g., all prospects in New York, or everyone who hasn’t replied).
Pro tip:
Don’t be afraid to remove dead weight. If someone hasn’t opened or replied after several attempts, move on. Chasing ghosts kills deliverability.
Step 5: Using Fields for Better Personalization
The whole point of list management is smarter targeting. Custom fields in Woodpecker let you go beyond “Hi {{FirstName}}.”
Good Uses for Custom Fields
- Recent news (e.g., “Congrats on your funding, {{FundingRound}}!”)
- Shared connections or interests
- Pain points (“Saw you’re hiring SDRs—{{HiringLink}}”)
What to Avoid
- Don’t fill custom fields with generic fluff. If you don’t have a real detail, leave it blank rather than faking it.
- Avoid using too many fields. It’s tempting to personalize everything, but one or two solid details per email is enough.
Pro tip:
Spot check your emails before launching a campaign. Nothing kills credibility faster than “Hi ,” or “Loved your work at .”
Step 6: Avoiding Deliverability Traps
No guide on list management is complete without a reality check: bad lists hurt deliverability, and fixing it after the fact is a pain.
Deliverability Killers to Avoid
- Purchased lists:
Just don’t. They’re full of spam traps and uninterested contacts. - Old or scraped emails:
Bounces and spam complaints go up fast. - Sending to role-based emails (info@, sales@):
Low response rates, high risk of hitting spam.
How to Keep Your Lists Clean
- Use a tool to verify emails before importing (e.g., NeverBounce, ZeroBounce).
- Keep your lists fresh. If it’s been more than six months, consider re-verifying.
- Don’t blast huge lists at once. Warm up your domain and ramp up sending.
Honest take:
Even the best tools can’t save you from a rotten list. Start with quality, or don’t send at all.
Step 7: Iterating and Improving Over Time
Nobody gets their lists perfect the first time. The trick is to keep refining.
- Review campaign results. Which segments reply most? Double down there.
- Archive or tag underperforming lists so you don’t waste time.
- Tweak your personalization fields and test new angles.
Remember:
Simple, well-organized lists beat “big and messy” every time.
Managing prospect lists in Woodpecker isn’t rocket science, but it does take a little discipline. Start with a clean CSV, keep your segments tight, and don’t overthink personalization. The rest falls into place. If something isn’t working, trim the fat and try again. Don’t get bogged down in tools and features—focus on clarity, quality, and relevance, and you’ll see better results with less stress.