If you've ever stared at a messy spreadsheet full of half-baked B2B contacts, wondering why your email campaigns flop or go straight to spam, you're not alone. Managing and segmenting B2B lists isn't glamorous, but it's the backbone of any effective outreach. This guide is for folks who want practical, real-world advice on wrangling lists in Solidinbox—not another vague promise about “unlocking engagement synergies.”
Let’s get into how to actually clean up, organize, and use your B2B lists inside Solidinbox—without losing your mind or wasting hours on busywork.
1. Get Your Data House in Order
Before you even log into Solidinbox, do yourself a favor: check the state of your contact list. Garbage in, garbage out. Here’s what you need to watch for:
- Duplicates: Same person, multiple entries. Merge or delete.
- Missing data: Email addresses without names, or vice versa. Fill in what you can, but don’t obsess over perfection.
- Obvious junk: Info@ addresses, spam traps, or emails that bounced last time you sent a campaign. Remove these.
Pro tip: Use a basic spreadsheet tool (Excel, Google Sheets) to clean the list before uploading. If you’re technical, a quick script can catch duplicates fast.
What to Ignore
- Don’t waste time on contacts you haven’t emailed in years (unless they’re high-value).
- If your list is ancient, honestly, consider starting fresh.
2. Import Your Contacts into Solidinbox
Now, bring your list into Solidinbox. The platform lets you upload CSVs, connect CRMs, or even sync from Google Contacts. Take the path of least resistance.
Steps: 1. Log in to Solidinbox. 2. Navigate to the Contacts section. 3. Click “Import” and choose your source (CSV, CRM, etc.). 4. Map your columns: Make sure email, first name, company, and any other fields line up correctly. 5. Review the import summary for errors. Fix anything major before finalizing.
Heads up: If you’re importing a massive list, Solidinbox might flag risky contacts or obvious spam traps. Don’t ignore these warnings—your sender reputation is on the line.
3. Build Segments That Actually Matter
This is where most people get lost in the weeds. Don’t make 20 segments you’ll never use. Focus on what’s actionable.
The Only Segments Most B2B Teams Need
- Industry/Vertical: SaaS, finance, healthcare, etc.
- Company size: SMB, mid-market, enterprise.
- Job title or function: C-level, VP, manager, individual contributor.
- Engagement level: Opened/clicked in the last 30/60/90 days, never opened.
- Customer status: Prospect, active customer, churned, etc.
How to Create a Segment in Solidinbox: 1. Go to Contacts > Segments. 2. Click “New Segment.” 3. Use filters (like “Industry is SaaS” or “Opened in last 30 days”) to build your group. 4. Name your segment clearly—future you will thank you. 5. Save.
Pro tip: Start with broad segments and only get granular if you have a clear use case (like a campaign just for CFOs in healthcare).
What Doesn't Work
- Micro-segments based on data you don’t actually have (“Contacts who attended our 2016 webinar on blockchain”).
- Segments so narrow they have 3 contacts—unless it’s a VIP list.
4. Keep Your List Clean—Automatically
List hygiene isn’t sexy, but it saves you from spam folders and angry sales reps. Solidinbox has a few tools to help:
- Automatic bounce removal: Set up rules to auto-remove or flag emails that bounce.
- Unsubscribe handling: Double-check that unsubscribes are honored across all segments.
- Engagement pruning: Consider setting up a rule to suppress contacts who haven’t opened anything in 6+ months.
Manual Tasks Worth Doing Quarterly: - Scan for weird domains or personal emails in a B2B list (e.g., @gmail.com in a list meant for company emails). - Export your “dead” contacts and try to enrich or replace them, not just keep mailing them.
Skip: Don’t pay extra for “list cleaning” services unless you’re having real deliverability problems. Most platforms, including Solidinbox, handle the basics.
5. Use Tags and Custom Fields—But Don’t Go Overboard
Tags and custom fields are where things can get powerful… or messy.
When to Use Tags
- Temporary campaigns (“Webinar Spring 2024”).
- Special statuses (“VIP prospect”).
- Source tracking (“Inbound demo request”).
When to Use Custom Fields
- Data you’ll use for personalization (first name, company, title).
- Firmographics (industry, company size).
- CRM IDs (for syncing back and forth).
How to Add Them in Solidinbox: - Tags: Select contacts, click “Add Tag,” type your label. - Custom Fields: Go to Settings > Custom Fields, create what you need, and map during import.
Don’t:
- Tag every little thing (“Met at trade show booth C4”) unless you’ll actually use that for segmentation.
- Create fields for data you don’t have or won’t use.
6. Set Up Workflows for Ongoing Segmentation
If you want to avoid “set it and forget it” syndrome, automate what you can.
In Solidinbox, you can: - Set triggers (e.g., “If contact opens 3+ campaigns, tag as Engaged”). - Move contacts between segments automatically based on behavior. - Schedule re-engagement or win-back campaigns to dormant segments.
What Works: - Automating movement between “Prospect” and “Customer” based on CRM updates. - Triggering alerts for sales if a high-value contact suddenly starts engaging.
What Usually Doesn’t: - Automation rules based on incomplete or sketchy data. - Overcomplicated flows that nobody maintains.
7. Don’t Forget: Privacy and Compliance
This part isn’t glamorous, but it’s non-negotiable. Make sure you:
- Honor opt-outs across all segments and lists.
- Keep records of consent (Solidinbox tracks unsubscribes, but double-check).
- Don’t buy sketchy lists, ever. It’s not worth the risk.
Quick Troubleshooting: Common Problems and How to Avoid Them
- Low open rates: Your list is stale or not segmented well. Try a re-engagement campaign to a smaller, targeted group.
- High bounce rates: Bad data—clean it up, and watch for spam traps.
- Sales team complaints: Segments are too broad or not aligned with how they work. Ask them what segments are actually useful.
Final Thoughts: Keep It Simple & Iterate
The best B2B list is the one you’ll actually use. Start with broad, obvious segments and basic hygiene. Don’t let the perfect be the enemy of the good—Solidinbox has plenty of features, but you don’t need all of them on day one. Build a system you can maintain, check in on it every few months, and tweak as you go.
If you’re spending more time fiddling with lists than talking to customers, you’re doing it wrong. Keep it simple, focus on what moves the needle, and let the rest go.