How to set up custom fields in Klemail to tailor your B2B campaigns

If you’re running B2B email campaigns, you already know that generic “Hi there” messages don’t cut it. Personalization is what gets replies (or at least keeps you out of the spam folder). That’s where custom fields come in—they let you drop in details like someone’s company name, industry, or even their favorite coffee, right into your emails. If you’re using Klemail, setting up custom fields isn’t rocket science, but there are some quirks to watch for. This guide is for anyone who wants their B2B outreach to sound less like a robot and more like a real human.

What Are Custom Fields—and Why Bother?

Custom fields are basically placeholders you set up in your email tool. Instead of writing “Hi [Name],” you write “Hi {{FirstName}},” and Klemail swaps in the actual name for each contact. Easy enough. But the real win is how you can tailor your approach—reference someone’s job title, mention their industry, or nod to that podcast they were on. It’s the difference between a spray-and-pray email and something that actually feels like it was written for a person.

Are custom fields worth it?
Yes, but only if you use them well. Dumping a dozen fields into your email just makes you look like you’re trying too hard. Stick to a few details that actually matter. And don’t use custom fields as a substitute for doing real research when it counts.

Step 1: Figure Out What Fields You Actually Need

Before you even log in to Klemail, ask yourself: What details do I really need to personalize my outreach? Here’s what most B2B campaigns actually use:

  • First name (obviously)
  • Company name
  • Job title
  • Website
  • Industry
  • Custom notes (e.g., “Mentioned at Conference X”)

Avoid the temptation to collect data you’ll never use. The more fields you have, the more things can go sideways—think blank fields, mismatched info, or cringe-worthy “Hi [FirstName]” fails.

Pro tip:
If you’re importing a list, make sure your spreadsheet columns are clean. No weird extra spaces, no merged cells, no cryptic headers.

Step 2: Create Custom Fields in Klemail

Once you know what info you want, it’s time to set up those fields in Klemail.

Here’s how to do it:

  1. Log into your Klemail dashboard.
  2. Go to the “Contacts” or “Lists” section.
    (Klemail’s interface changes from time to time, but look for where you manage your contact lists.)
  3. Find the “Custom Fields” or “Manage Fields” option.
    This is usually a button or a link near your list settings. If you don’t see it, try clicking into a specific contact list—sometimes it’s hidden there.
  4. Add your custom fields.
  5. Give each field a simple, clear name (e.g., “Industry,” not “IND-2024”).
  6. Pick the right type: most fields are just plain text, but you might see options for dropdowns, numbers, or dates.
  7. Save each one as you go. If you get lost, Klemail’s help docs are… okay, but not always up-to-date, so don’t be afraid to poke around.

What can go wrong?

  • Field limits: Some Klemail plans limit the number of custom fields you can create. If you hit a wall, trim the list.
  • Field types: If you pick the wrong type (like a dropdown when you need text), you’ll run into import issues. Double-check before you save.
  • Field naming: Don’t use weird characters or spaces—stick with simple, one-word names.

Step 3: Import Your Contacts (with Custom Field Data)

Now you’ve got your fields. Time to bring in your contact list.

  1. Prepare your spreadsheet.
  2. Make sure headers match your custom field names exactly (case-sensitive, no extra spaces).

  3. Fill in as much data as you can, but don’t stress about blanks—just know those will show up as empty in your emails.

  4. Upload your file to Klemail.

  5. Usually, it’s a matter of clicking “Import” or “Add Contacts” and choosing your file.

  6. Klemail will try to match your spreadsheet columns to the custom fields you set up. Double-check these matches before confirming.

  7. Map your fields.

  8. If Klemail gets confused (it happens), manually match each column to the right custom field.

  9. Review and finish the import.

  10. Spot-check a few contacts to make sure the data landed in the right places.
  11. If something looks off, fix your spreadsheet and re-upload. Yes, it’s a hassle, but better now than after you hit “send.”

What to ignore:
Don’t bother with “advanced” import options unless you actually need them. Ninety percent of users never touch them.

Step 4: Use Custom Fields in Your Email Templates

Here’s where custom fields pay off. You can drop them into your subject lines, email bodies, even snippets like “P.S.” lines.

Inserting custom fields:

  • Klemail uses double curly braces: {{FieldName}}
  • Example:

Hi {{FirstName}},

I saw that {{CompanyName}} is expanding into {{Industry}}...

Don’t overdo it:
There’s a fine line between personalized and “creepy robot.” Two or three custom fields per email is plenty. And always, always preview your emails to make sure the fields are pulling in real data.

Testing before you send

  • Use Klemail’s preview or “send test” feature.
  • Check for blanks, weird formatting, or fields that didn’t populate.
  • If you see “Hi ,” or “at ,”—go back and fix your data.

Pro tip:
Have a fallback for missing fields. Some tools let you write {{FirstName|there}} so if the name is missing, it just says “there.” Klemail’s support for fallback values is… limited, but check if your version supports it.

Step 5: Keep It Simple—and Tidy Up Regularly

It’s tempting to add more and more fields as your campaigns evolve. Resist. Most B2B results come from basic personalization, not fancy tricks.

  • Audit your fields: Every few months, check which custom fields you’re actually using. Delete the rest—they just clutter things up.
  • Clean your data: Outdated info leads to embarrassing mistakes (“Congrats on your new role!”… when they left two years ago).
  • Don’t chase “hyper-personalization” hype: Adding “favorite sports team” or “pet’s name” isn’t worth the time for most B2B contexts.

What Works, What Doesn’t, and What to Ignore

  • Works:
  • First name, company, job title—simple fields make a difference.
  • Industry or location, if it’s relevant to your pitch.

  • Referencing mutual connections or recent news (if you actually know it’s accurate).

  • Doesn’t work:

  • Overly clever or forced personalization. Don’t pretend you know someone’s company inside out if you don’t.

  • Relying on automated data scraping for “deep” personalization—it’s usually wrong or out of date.

  • Ignore:

  • “Advanced” segmentation unless you have a huge list and real resources to manage it.
  • Fancy tokens or scripts you don’t understand—one broken field can ruin your whole send.

Wrapping Up: Keep Personalization Simple (and Sane)

Custom fields in Klemail are a tool, not a magic wand. Used right, they help you sound more human and less like a bot. Don’t waste time hunting for obscure data just to fill a field. Start simple, test your emails, and improve as you go. If you mess up, fix it and move on—nobody remembers a single bad email, but everyone remembers a genuinely good one.