If you’re sitting on a pile of customer data but struggling to actually use it for targeted outreach, you’re not alone. Importing and segmenting data in a tool like Georep can either be a quick win or a total headache, depending on how you approach it. This guide is for folks who want practical, no-nonsense steps to get their data in, sort it into useful groups, and get on with reaching out—without wading through a swamp of jargon.
Let’s break it down so you can avoid the usual traps and actually get something useful out of your database.
Step 1: Get Your Customer Data Ready
Before you even open Georep, do yourself a favor: clean up your data. Most problems start with messy spreadsheets, not with the CRM itself.
What You Need: - A spreadsheet (CSV or Excel) with all your customer info - Consistent columns (e.g., Name, Email, Phone, Company, Location) - No weird formatting—get rid of merged cells, blank rows, or “notes” columns
Pro tips: - If you’re pulling from another system, export just the fields you care about. Less is more. - Double-check for duplicates. If you don’t, you’ll spend hours cleaning up later. - Standardize values where possible (e.g., use “New York” instead of “NYC,” “ny,” or “New York City”)
What doesn’t matter: - Fancy color-coding in your spreadsheet. It won’t import. - Including every possible detail. Focus on what you’ll actually use for outreach or segmentation.
Step 2: Importing Data into Georep
Georep handles imports about as well as most CRMs, which means: it works, but only if you pay attention.
How to Import
- Log in to Georep.
- Find the “Imports” or “Data Import” section—usually under Settings or Customers.
- Click “Import Customers” (or similar).
- Upload your CSV or Excel file.
Mapping Fields: - Georep will try to match your columns to its fields. Double-check each one. - If Georep can’t match a column, you’ll have to pick the right field or skip it. - This is where you’ll spot problems—like “Phone Number” in your sheet not matching “Phone” in Georep.
Pitfall to avoid:
Don’t rush mapping. If you mismatch fields, you’ll end up with emails in the “Name” column and vice versa. That’s a pain to fix after the fact.
What works: - Start with a small test import—just 10-20 rows. Make sure everything lands where you expect. - If it looks good, go back and import the full list.
What doesn’t: - Uploading a giant, messy file and hoping Georep will “figure it out.” It won’t.
Step 3: Check and Clean Up After Import
Even if the import says “Success,” check your data. CRMs love to quietly scramble things when you’re not looking.
Check: - Are all the fields where they should be? - Any weird characters or broken formatting? - Did it create duplicate records?
If something looks off, most CRMs (Georep included) let you undo or delete recent imports. Use that before you start fixing things by hand.
Pro tip:
If you imported tags or categories, make sure they actually show up. Sometimes these get dropped or renamed in the process.
Step 4: Segmenting Customers in Georep
Now for the part that actually matters: breaking your list into useful groups.
Georep calls these “Segments,” “Lists,” or sometimes just “Filters.” The idea’s the same: group customers by shared traits so you can target your outreach.
Common Segmentation Strategies
- Location (city, state, region)
- Industry or Company Type
- Customer Status (lead, active, inactive)
- Purchase History (first-time vs. repeat)
- Engagement (opened last email, never replied, etc.)
How to Create a Segment:
- Go to the “Customers” or “Segments” section.
- Click “Create Segment” or “Add Filter.”
- Set your rules. For example:
- Location = “California”
- Status = “Active”
- Last purchase date > 2023-01-01
- Give your segment a clear name. “Q3 California Leads” beats “Segment 2.”
What works: - Start simple. One or two filters at a time. - Use segments that match your actual outreach goals (e.g., “People who haven’t bought in 6 months”)
What doesn’t: - Creating 20 segments just because you can. You’ll never use most of them. - Overcomplicating with “AND/OR” logic unless you really need it.
Step 5: Using Segments for Targeted Outreach
You’ve got your data sorted—now what? This is where most teams get distracted by “personalization at scale” and other buzzwords.
Instead, focus on: - Picking one segment that matters right now (e.g., “Dormant customers from last year”) - Crafting an outreach message just for them - Tracking what happens (opens, replies, purchases)
How to use in Georep: - Select your segment - Choose “Send Email” or “Start Campaign” (wording may vary) - Write your message—use merge fields like {{FirstName}} if you want, but don’t overdo it - Schedule or send
What works: - Being direct and relevant. “Hey, we noticed you haven’t ordered in a while” beats a generic newsletter every time. - Keeping messages short and to the point.
What doesn’t: - Trying to automate everything from day one. Test on a small group, see what lands, then scale up. - Relying only on email—sometimes a phone call or a physical mailer does the trick.
Step 6: Maintain and Iterate
Data gets stale fast. Segments you create today won’t stay relevant if you let them sit for six months.
To keep things useful: - Review your main segments every month or quarter - Archive or delete lists you never use - Update customer info regularly (set reminders if you have to)
Pro tip:
If Georep lets you set up dynamic segments (where lists auto-update as new data comes in), use them. Just double-check the rules so you don’t accidentally email the wrong group.
What to Skip (and What to Watch Out For)
- Ignore fancy “AI-powered” suggestions unless you know how they’re making decisions. They’re often just basic filters with a shiny label.
- Don’t waste hours on “perfect” data. Good enough is fine to start; you can always improve later.
- Beware of over-segmentation. More segments = more work, not necessarily better results.
Keep It Simple and Iterate
The real win isn’t perfect data or ultra-fancy segments—it’s actually using your customer info to reach out in a way that makes sense. Get your data in, create a couple of useful segments, and start talking to your customers. If something doesn’t work, tweak it. The best outreach is the one you actually do, not the one you spend weeks planning.
Now go import that list and get moving. If you mess something up, that’s what the “Undo” button is for.