If you’ve ever stared at a messy contact list and thought, “How do I actually use this for real marketing?”—you’re in the right place. This guide is for marketers, small business owners, or anyone who wants to import contacts into Theirstack, segment them in a way that actually makes sense, and build targeted campaigns without losing your mind. No marketing mumbo jumbo—just straight-up steps, a few honest warnings, and a push to focus on what works.
Step 1: Prep Your Contacts (Don’t Skip This)
Before you even open Theirstack, take a beat. Most headaches happen because folks try to import a Frankenstein spreadsheet and hope for the best.
What to do:
- Clean your data. Delete obvious junk or duplicates. If you have “Bob” five times with three email addresses, pick one.
- Standardize columns. Theirstack will ask you to map fields. Make sure your spreadsheet has clear headers like
First Name,Last Name,Email,Company,Tags, etc. - Decide on segmentation basics. Don’t overthink it—just ask: “How do I want to group these people?” Geography, lead status, product interest, or whatever makes sense for your business.
- Save as CSV. Theirstack likes CSV or Excel formats, but CSV is safest.
Pro tip: If you’re tempted to dump every random contact you’ve ever met into your list, resist. More isn’t always better—irrelevant contacts just lower your engagement rates and annoy people.
Step 2: Importing Contacts into Theirstack
Now you’re ready to open up Theirstack and start bringing your contacts in. The process is pretty straightforward, but there are a few snags to watch out for.
2.1: Go to the Contacts Section
- Log in and find the “Contacts” or “People” tab—usually front and center.
2.2: Start the Import Process
- Look for a button like “Import Contacts” or “Add Contacts.”
- Choose “Upload CSV” (or Excel if you must).
2.3: Map Your Fields
This is where things can get messy if your columns are weird.
- Theirstack will try to match your file’s columns to its internal fields.
- Double-check each mapping. If your “Cell” column gets matched to “Company,” fix it.
- For custom fields (like “Favorite Snack”), create them now or skip if they’re not useful.
What works: Taking an extra minute here saves hours later. If you skip custom field mapping, you’ll end up with “Unknown” values everywhere.
2.4: Handle Duplicates
- Theirstack usually asks how to handle duplicates: merge, skip, or overwrite.
- Unless you know what you’re doing, “merge” is safest.
What doesn’t: Blindly overwriting. You might erase good data. If you’re not sure, use “merge” and clean up later.
2.5: Confirm and Import
- Review the import summary.
- Hit “Go” (or whatever button says “I’m ready”).
If you get errors, Theirstack will usually tell you which row or field is the problem. Don’t panic—just fix the file and re-upload.
Step 3: Segmenting Your Contacts (The Right Way)
Now you’ve got everyone inside Theirstack. The real magic comes from segmentation—breaking your list into groups that actually matter for your business.
3.1: Understand Segmentation Options
Most platforms, including Theirstack, let you create segments based on:
- Contact properties (e.g., city, job title, signup date)
- Tags/labels
- Engagement (opened last campaign, clicked a link, etc.)
- Custom fields (anything you imported)
Ignore: Overcomplicated segment rules. Don’t make a segment for “left-handed bakers in Saskatchewan” unless you actually need it.
3.2: Create Basic Segments
Start simple. Inside Theirstack:
- Go to the “Segments” or “Lists” section.
- Click “Create Segment.”
- Set your rules. Example: “City is New York” or “Tag is VIP.”
Pro tip: Use tags sparingly. “VIP,” “Lead,” “Customer,” and “Prospect” work. “Met at Bob’s BBQ 2018” is overkill.
3.3: Use Dynamic (Smart) Segments
If Theirstack offers dynamic or “smart” segments, use them for live-updating groups. For example:
- “Contacted in last 30 days”
- “Has clicked any link in campaign X”
Set these up once, and they’ll update automatically as people’s info changes.
3.4: Test Segments Before Sending
It’s easy to mess this up and accidentally email the wrong people.
- Preview who’s in each segment.
- Spot-check a few contacts to make sure the rules are working.
What works: Focus on the segments you’ll actually use for campaigns. Ignore the urge to segment for the sake of segmenting.
Step 4: Setting Up Targeted Campaigns
With your contacts imported and your segments in place, you’re finally ready to send campaigns that make sense.
4.1: Build Your Campaign
- Go to the “Campaigns” or “Broadcasts” section.
- Click “Create Campaign” or “New Email.”
- Choose the right segment(s) as your audience.
4.2: Personalize (But Don’t Overdo It)
- Use merge fields like
{{First Name}}—but only if you’re sure the data is accurate. - Personalizing by company or interest can work. Don’t try to fake deep familiarity if your data is patchy.
4.3: Send a Test Email
Always send yourself (and a colleague, if possible) a test version. Check:
- Merge fields populate correctly.
- The email looks right on mobile and desktop.
- Links work.
4.4: Schedule or Send
- Send immediately, or schedule for a time your audience is most likely to open (test this over time).
- Watch out for time zones if you’re global.
4.5: Monitor Results
- Theirstack should show you open rates, clicks, bounces, and unsubscribes.
- Use this data. If 90% of a segment ignores your email, rethink your approach or the segment itself.
What doesn’t: Sending the same generic blast to every segment. That’s just a more complicated way to send spam.
Step 5: Clean and Improve Your Segments Over Time
Even if you nail it the first time (unlikely), your list will get messy. Review and prune regularly.
- Remove contacts who never engage (after a few attempts).
- Merge duplicate contacts as you spot them.
- Update tags/fields as your business changes.
Pro tip: Set a reminder to clean up your list every quarter. It’s boring, but it keeps your campaigns relevant—and keeps you out of spam folders.
Final Thoughts: Keep It Simple, Iterate, and Ignore the Hype
Importing and segmenting contacts in Theirstack isn’t rocket science, but it’s easy to get lost in the weeds. Focus on clean data, useful segments, and real campaigns. Don’t chase every new feature or overthink your segmentation—start simple, see what works, and tweak as you go.
Remember: A smaller, well-segmented list beats a giant mess of contacts every time. Keep it simple, stay honest with your data, and your targeted campaigns will actually deliver.