Step by Step Guide to Importing and Segmenting Contacts in BetterContact

If you need to get a list of contacts into BetterContact and actually do something useful with them—not just dump them in and hope for the best—this guide’s for you. Maybe you’re switching CRMs, cleaning up a mess, or trying to finally send targeted emails that don’t make you cringe. Whatever the case, I’ll walk you through importing and segmenting contacts in a way that keeps things organized and future-you happy.

Let’s get right into it.

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

Before you touch BetterContact, get your contact list in order. This is the part everyone wants to rush, but trust me, garbage in means garbage out.

Here’s what you should do:

  • Start with a spreadsheet (CSV is your friend): Excel, Google Sheets, or whatever lets you save as .csv.
  • Standardize your columns: Typical ones are First Name, Last Name, Email, Phone, Company, maybe Tags or Notes. Don’t get fancy—stick to what you actually use.
  • Clean up duplicates: Sort by email or phone and delete repeats. No one likes getting the same email twice.
  • Consistent formatting: Make sure emails are all lowercase, phone numbers are in the same format, and names aren’t in all caps.

Pro Tip: If you’re not sure what columns BetterContact accepts, export a few contacts from BetterContact first and use that as your template.

Step 2: Importing Contacts into BetterContact

Once your file is polished, log into BetterContact and head to the import section. The steps will look something like this:

  1. Navigate to Contacts > Import

  2. Usually, there’s a big “Import” button. If you can’t find it, search or check the sidebar—most CRMs make this obvious.

  3. Upload your CSV file

  4. Drag-and-drop or browse for your file.

  5. If you get an error, check your CSV for weird characters, blank columns, or stray commas. It happens.

  6. Match (Map) Your Fields

  7. BetterContact will try to match your columns to its fields. Double-check these. Sometimes Surname gets missed, or Phone matches to a weird custom field.

  8. Ignore fields you don’t want to import.

  9. Set Import Rules

  10. Choose what to do with duplicates: skip, update, or create new. Usually, “update existing” is safest—unless your old data is a disaster.

  11. Decide if you want to tag all imported contacts with something like “June2024Import” for tracking. It’s a safety net if you need to undo or filter later.

  12. Review and Confirm

  13. BetterContact should give you a quick summary before you hit “Import.” If the numbers look off, pause and double-check your file.

  14. Wait for Processing

  15. For bigger lists, it’ll take a few minutes. Don’t refresh the page—just let it work.

What Works: - Bulk imports are reliable if your data’s clean. - Tagging your import batch is a lifesaver for fixing mistakes later.

What Doesn’t: - Don’t expect BetterContact to magically fix messy data. It’s not magic.

Step 3: Check Your Imported Data

Don’t trust that everything went perfectly—CRMs are notorious for weird surprises.

  • Spot-check a handful of records: Search for a few contacts you know should be there. Look for correct names, emails, and tags.
  • Filter by your import tag: If you added a tag like “June2024Import,” filter by it and scan the list.
  • Look for obvious errors: Blank fields, funky characters, or everyone named “John Doe.”

If you spot a problem, you can usually bulk-delete recent imports and try again (another reason to tag your batch). Better to fix it now than discover it after you’ve emailed everyone twice.

Step 4: Segmenting Contacts—Why Bother?

Segmentation is just a fancy word for sorting people into useful groups. Without it, your emails and follow-ups are going to the wrong people, or worse—everyone.

Ignore the hype: You don’t need 20 segments to start. Three good ones are better than 15 you never use.

Step 5: Creating Segments in BetterContact

  1. Decide on Your Segments

  2. Think in terms of what you actually want to send or do:

    • New leads vs. existing customers
    • Location (city or region)
    • Product interest (if you track it)
    • Recent engagement (opened email, replied, etc.)

  3. Use Filters to Build Segments

  4. Go to Contacts and use the filter/search tools.
  5. Filter by tag, field, date added, or any custom field you imported.

  6. Save useful filters as Smart Lists, Saved Searches, or whatever BetterContact calls them.

  7. Tag or Assign Segments

  8. Apply tags manually or in bulk (if you missed this during import).

  9. For dynamic segments (like “all contacts in California”), use saved filters that update automatically as new contacts match the criteria.

  10. Name Segments Clearly

  11. “Newsletter - Customers” beats “Segment 1” every time.
  12. Don’t overthink it—clarity is more useful than cleverness.

Pro Tip: Don’t create a segment you’re not ready to use. Start with a few, see what’s actually helpful, and build from there.

Step 6: Test Your Segments Before You Use Them

Trust but verify. Before you send a campaign or run automation, check who’s in each segment.

  • Preview the list: Most CRMs let you see who matches your segment or filter.
  • Send a test email to yourself: Make sure the right people would get it.
  • Adjust as needed: Sometimes segments scoop up more (or fewer) people than you expect because of typos or inconsistent data.

Step 7: Keep It Simple—Maintain as You Go

The biggest mistake? Overcomplicating things early. Here’s what actually helps in the long run:

  • Review segments every few months: Delete ones you don’t use.
  • Keep tags and fields consistent: Don’t create “VIP,” “vip,” and “V.I.P.”—pick one.
  • Document your naming conventions: Even a simple note in Google Docs beats winging it.

If you get stuck, go back to basics: start with broad segments, and refine only when there’s a clear need.

Common Pitfalls (and How to Avoid Them)

What works: - A clean, well-prepped CSV beats any fancy import tool. - Tagging every import batch saves lots of headaches.

What doesn’t: - Auto-magic segmentation. It sounds great, but unless your data is pristine, it won’t be accurate. - Chasing dozens of micro-segments before you even send your first campaign.

Ignore: - Features that promise “AI-powered” anything unless you see actual value. Focus on fundamentals first.

Wrap-Up: Don’t Overthink It

Getting your contacts into BetterContact and segmenting them isn’t rocket science, but it does take a little upfront work. If you keep your data clean, start with just a few useful segments, and check your work as you go, you’ll save yourself a ton of headaches down the road.

Keep it simple. You can always get fancy later—once you know what you actually need.