How to import and segment leads in Klenty for targeted B2B campaigns

If you’re running B2B campaigns, you already know that a messy lead list is a waste of time—and money. This guide is for sales or marketing folks who want to actually use Klenty to get targeted, not just dump leads in and hope for the best. If you want real steps (without the fluff), keep reading.

Why Importing and Segmenting Leads Actually Matters

Let’s be real: most “mass outreach” fails because it’s not targeted. The right leads, grouped the right way, let you send relevant messages that get replies instead of eye-rolls. Klenty gives you tools to import and segment, but you still need to know what not to do.

  • Importing = getting the right leads into the system, cleanly.
  • Segmenting = sorting those leads so you can tailor messaging.
  • Bad imports = duplicates, missing data, wasted sends.
  • Bad segments = generic, off-target emails that get ignored.

If you want to run actual targeted B2B campaigns, not just blast-and-pray, here’s how to do it in Klenty.

Step 1: Prep Your Lead List—Don’t Skip This

Before you even open Klenty, get your list ready. This is boring, but it’s where 90% of mistakes happen.

What to check: - Format: Klenty accepts CSV, Google Sheets, and Excel. Stick to CSV for the fewest headaches. - Columns: You’ll need at least Email, First Name, and Last Name. Add Company, Title, Industry, etc. if you want to segment on them. - No weird characters: Watch for commas, slashes, or stray symbols that break imports. - Consistent data: Make sure fields like “Company Size” or “Industry” use the same spelling/case throughout. - Remove duplicates: You don’t want to annoy people or get flagged as spam.

Pro tip: Don’t try to import every scrap of data “just in case.” More columns = more room for errors.

Step 2: Importing Leads into Klenty

Klenty makes importing straightforward, but there are a few traps to avoid.

A. Head to the Leads Section

  • Log in and click “Leads” from the main sidebar.
  • Hit the “Import Leads” button (top right).

B. Choose Your Import Method

  • CSV Upload: Easiest and most reliable for most users.
  • Google Sheets: Fine if your data lives in Google Drive, but watch out for formatting issues.
  • CRM Integration: (e.g., HubSpot, Salesforce) Only do this if your CRM data is clean. Otherwise, you’ll bring in junk.

C. Map Your Fields

  • Klenty will prompt you to match your CSV columns to its fields (e.g., “Email” to “Email”).
  • Double-check every field—Klenty guesses, but it’s not perfect.
  • Ignore fields you won’t use for segmentation or personalization.

What to ignore: Don’t bother mapping columns you’ll never use. Clutter just slows you down later.

D. Deduplication and Validation

  • Klenty flags duplicate email addresses before the import finishes. Review and remove as needed.
  • If you see error messages about formatting, fix them in your CSV and re-upload. Don’t try to “fix in Klenty”—it’s faster to do it in Excel or Sheets.

Pro tip: Import a small test batch first (10–20 leads). Make sure fields line up, data looks right, and tags are applied. Then do your full import.

Step 3: Segmenting Leads—How to Actually Make It Useful

This is where most folks get lazy (and where targeting dies). Segmentation in Klenty is mostly about lists and tags.

A. Lists vs Tags: What’s the Difference?

  • Lists: Static groups of leads. Good for, say, “Webinar Attendees - May 2024.”
  • Tags: Labels you can use across lists. Think: “SaaS,” “VP Level,” “Enterprise.”

Short version: - Use lists for one-time campaigns. - Use tags for filtering and long-term organization.

B. Segment as You Import

  • Klenty lets you add leads directly to a list during import. Use this for campaign-specific batches.
  • You can also tag leads as you import—great for things like “Q2 Prospects” or “Demo Requested.”

Don’t: Overdo it on tags. If you have 50 tags, you’ll never keep up.

C. Segment After Import (When You Need To)

  • Use the “Filter” tool in the Leads view to find, say, everyone in “Healthcare” or all “Directors.”
  • Select filtered leads and “Add Tag” or “Add to List.”
  • This helps if you didn’t tag perfectly during import, or if you want to refine later.

D. Use Custom Fields for Advanced Segmentation

  • Klenty supports custom fields (e.g., “Annual Revenue” or “Tech Stack”).
  • You can filter and segment based on these, but only if your data is clean and consistent.

Honest take: Most people don’t need more than 4–5 core segments. Over-complicating this just slows down your workflow.

Step 4: Building Targeted Campaigns with Your Segments

Once your leads are sorted, you can actually use that segmentation.

A. Create a New Campaign

  • In Klenty, hit “Campaigns” and “New Campaign.”
  • Pick the list or filtered leads (by tag, custom field, or both) you want to target.

B. Personalize (But Don’t Overdo It)

  • Use merge fields (like {{First Name}} or {{Company}}) for basic personalization.
  • Segment-specific messaging works best. For example:
    • “Hi, SaaS Founder” for your “SaaS” tag.
    • “Congrats on Series A” for your “Venture-backed” tag.

What NOT to do: Don’t try to personalize every email with obscure data points. It’s a time sink and rarely pays off.

C. Test Before You Hit Send

  • Send a few test emails to yourself.
  • Double-check that fields render correctly and nothing looks broken.

Pro tip: Automation is great, but garbage in = garbage out. If your segments are sloppy, your campaign will flop.

Step 5: Maintaining Your Segments (So You Don’t Lose Control)

This part gets ignored until it’s a problem.

A. Regularly Clean Up

  • Archive or delete old lists you’re not using.
  • Merge duplicate tags (“Fintech” vs “fintech” = headache later).

B. Update Lead Info

  • As you get replies, update lead data. If someone moves companies, adjust their info or remove them.
  • Use Klenty’s integrations with CRM or Zapier to sync data, but only if you trust your other systems.

C. Review Segments Quarterly

  • Check if your tags and lists still make sense.
  • Prune what you don’t use.

Honest take: Automation can’t save you from a messy database. Schedule 30 minutes a month for cleanup, and you’ll avoid hours of pain later.

What to Skip or Ignore

  • Don’t import leads you’re not actually going to contact. It just clutters things.
  • Don’t create a tag for every tiny difference. Stick to what matters for messaging.
  • Don’t trust any “AI segmentation” feature to work magic. These are rarely as smart as promised.
  • Don’t skip the test import. You’ll thank yourself later.

Wrapping Up: Keep It Simple, Iterate Often

Importing and segmenting leads in Klenty isn’t rocket science, but it does take a little upfront work. The goal is to keep your lists simple and your tags meaningful—so you can actually send targeted campaigns that work. Start small, clean as you go, and don’t get sucked into over-complicating things. Iterate as you learn what works.

If you keep your data tight, the rest gets a whole lot easier.