So you’ve got a list of companies you want to target—maybe you just pulled it from LinkedIn, scraped it from your CRM, or paid way too much for it from a data vendor. Now you need to actually do something with it. If you’re using Heypoplar, this guide will walk you through importing your account list and cutting it up into meaningful segments, without making it more complicated than it needs to be.
This is for sales, marketing, and ops folks who want to work smarter (not just make dashboards for the sake of it). If you want to avoid the usual headaches—duplicates, bad data, or segments that don’t actually help you sell—read on.
Step 1: Get Your List Ready
Don’t skip this. Most import headaches come from messy data. Take five minutes up front to check your list.
Here’s what actually matters:
- Make sure every account has a unique name or ID. If your list has “Acme Corp” three times, you’ll get duplicates.
- Clean up columns. You don’t need every scrap of data—stick to company name, website, industry, maybe size or region.
- Save as CSV or XLSX. Heypoplar takes both, but CSV is less likely to get tripped up.
Pro tip: If you’re pulling data from a CRM, export only what you need. More columns = more confusion later.
What to ignore: Formatting. Heypoplar is pretty forgiving about headers and order, so don’t stress about making it “pretty.”
Step 2: Import Your Target Accounts into Heypoplar
Once your file’s cleaned up, importing is pretty straightforward.
- Go to the Accounts section. You’ll see an “Import” or “Upload” button. (If you don’t, double-check your permissions.)
- Choose your file. Select your CSV/XLSX.
- Map your columns. Heypoplar tries to match fields automatically. If it guesses wrong, fix it manually. Focus on:
- Account Name (required)
- Website/Domain (helpful for deduping and matching)
- Anything else you’ll want to segment by (e.g., Industry, Region)
- Review for errors. If there are issues (missing required fields, weird characters), Heypoplar will flag them. Fix these in your spreadsheet and try again—don’t waste time fighting the importer’s error messages.
- Start the import. Depending on your list size, this could take a minute or two.
What works: Heypoplar’s import tool is pretty fast and doesn’t choke on big lists—10,000+ rows isn’t a problem.
What doesn’t: If your data is full of weird characters (think emojis in company names), you’ll need to clean those out first.
Step 3: Triage Duplicates and Bad Data
No tool is magic. Even a “smart importer” can’t fix garbage input.
- Check for duplicates. Heypoplar tries to merge based on domain or name, but it’s not perfect (Acme Inc. vs. Acme Incorporated trips up all systems). Use the dedupe tool if you see oddities.
- Spot-check key accounts. Did your biggest prospects come through clean? If you can’t find them, there’s probably a typo or mapping issue.
- Delete junk records. If you imported test data or dummy accounts, clean those out now.
Honest take: Don’t obsess over zero duplicates. Get it “good enough” and move on—perfection is the enemy of progress.
Step 4: Segment Your Accounts
This is where most people overthink things. Segmentation should help you prioritize, not just make more busywork.
Types of segments that actually matter:
- Industry: Tech, Retail, Healthcare, etc.
- Company size: Enterprise, SMB, Mid-market.
- Region: US, EMEA, APAC, or by state/province.
- Tiering: “A/B/C” or “Tier 1/2/3” based on fit and potential.
How to create segments in Heypoplar:
- Use Filters. In the Accounts view, filter by the field you care about (e.g., Industry = “Healthcare”).
- Save as a Segment. Most platforms call these “Saved Views” or “Segments.” Name it something clear, like “Top 100 US SaaS.”
- Bulk Tagging (optional): If you want to add a label to accounts, select them and apply a tag. This makes future filtering painless.
What to ignore: Hyper-specific segments like “Accounts with more than 243 employees in Nebraska using SAP.” Unless you have a campaign tailored for that, it’s just clutter.
Pro tip: Start broad. You can always get more granular, but only if it helps you take action.
Step 5: Sync Segments to Your Workflows
A segment is only useful if you do something with it.
- Export for Outreach. Download your segment to CSV and load it into your sales engagement tool, LinkedIn, or ad platform.
- Integrate with CRM. If you’re using Salesforce, HubSpot, etc., set up a sync so segment updates flow both ways.
- Assign to reps. Break up large segments and assign owners for follow-up—don’t let hot accounts sit unworked.
What works: Heypoplar’s exports are clean and compatible with most sales tools. The CRM integrations are solid, but double-check field mappings, or you’ll end up with messy records.
What doesn’t: Don’t rely on “auto-assign” or “AI scoring” until you’ve looked at a few records yourself. The basics—industry, size, geography—still beat any black-box scoring for most teams.
Step 6: Keep Segments Fresh
Lists get stale fast—companies change names, merge, go out of business.
- Regularly re-import updated lists. Set a calendar reminder for once a month or quarter.
- Prune dead accounts. Delete or archive companies you know are a bad fit or no longer exist.
- Update segment logic as your strategy changes. Don’t be afraid to delete segments you’re not using.
Honest tip: Don’t chase perfect data hygiene. Just make sure your top accounts are accurate and active.
What Actually Matters (and What Doesn’t)
Works: - Simple, actionable segments (industry, size, tier) - Clean, deduped lists - Integrating with your daily tools
Doesn’t work: - Over-segmentation - Fancy dashboards nobody uses - Hoping AI will fix bad data
You’re better off with a handful of clear, useful segments than a hundred views that nobody touches.
Keep it Simple and Iterate
Don’t let segmentation become another chore. Start broad, see what helps your team actually get meetings or close deals, and tweak as you go. The tools are there to make your life easier—not to create more busywork.
If you get stuck, just go back to your core list and ask: “Does this help me take action?” If not, change it. Move fast, keep it messy, and tidy up only where it counts. That’s how you get real results.