If you’re running outbound calls, you know that getting leads into your dialer is only half the battle. The other half? Actually organizing them in a way that makes dialing efficient and keeps your team sane. This guide walks through importing and segmenting lead lists in Batchdialer—for anyone who wants to spend less time fiddling with spreadsheets and more time actually talking to prospects.
Whether you’re new to Batchdialer or just tired of messy lists, let’s cut through the noise and get your leads working for you.
Step 1: Prep Your Lead List Before Importing
Don’t skip this. If your list is a mess, Batchdialer won’t magically fix it. Clean data in means fewer headaches later.
What to check: - Make sure you’ve got a CSV or Excel file—Batchdialer likes these best. - Double-check for duplicate entries. Most lead lists are full of them. - Standardize column names (think: First Name, Last Name, Phone, Email, etc.). - Remove weird characters (like emojis, extra spaces, or random symbols). - Make sure every row has at least a phone number. Empty rows will just clog things up.
Pro tip:
If your leads come from different sources (say, Zillow and Facebook), add a “Source” column. You’ll thank yourself when it’s time to segment.
Step 2: Log Into Batchdialer and Find the Import Feature
Obvious, but worth stating: You’ll need an account with the right permissions. If you’re not the admin, get the login sorted out first.
- Go to the dashboard.
- Look for something like “Leads,” “Contacts,” or “Lists” in the main menu.
- Find the “Import” button or link—usually near the top right.
Heads up:
Batchdialer’s UI changes now and then, so if you don’t see exactly these names, poke around for anything saying “Add Leads” or “Upload List.”
Step 3: Upload Your File
This is straightforward, but Batchdialer will ask you to match (“map”) your columns to its fields. Don’t rush this—mistakes here can scramble your data.
How it works: - Select your file to upload. - Batchdialer will preview the first few rows. - For each column in your file, pick the matching field in Batchdialer.
Common fields to map: - First Name - Last Name - Phone Number(s) (sometimes Primary, Mobile, etc.) - Email - Address (Street, City, State, Zip—each as separate columns) - Source or Tag (if you have it)
What to ignore:
If you’ve got extra columns you don’t use (like “Favorite Color” or “Notes to Self”), just skip mapping them. No sense in cluttering your database.
Double-check:
Make sure phone numbers are in the right format (no dashes, just numbers if possible). Batchdialer can be picky.
Step 4: Set Import Options (Deduplication and Tagging)
Batchdialer usually gives you a couple of choices before you hit “Go”:
- Deduplicate: Always enable this if you’re not sure your list is squeaky clean. Batchdialer can weed out obvious duplicates based on phone or email.
- Assign to List or Campaign: Decide if you want these leads in a new list or added to an existing one.
- Tagging: Add a tag that actually means something (e.g., “June 2024 Zillow” or “Realtor.com Import”). Don’t just call it “New Leads”—you’ll regret it later.
Why tagging matters:
You’ll use tags to filter, segment, and keep track of where leads came from. If you never tag, every list starts to blur together.
Step 5: Start the Import and Wait (But Not Too Long)
Hit “Import” and let Batchdialer do its thing. For small lists (a few hundred leads), it’s usually quick; for big ones, give it a few minutes.
- Watch for errors. Batchdialer will flag any rows it can’t import.
- Download the error report if offered. This will show you which rows failed and why (bad phone numbers, missing required fields, etc.).
- Fix the errors in your source file and re-upload if needed.
Honest take:
No system is perfect. Expect a few hiccups, especially if you’re importing from multiple sources. Don’t panic—just fix and re-upload.
Step 6: Segment Your Leads (This Is Where Most People Get Lazy)
Now that your leads are in, resist the urge to blast out calls to everyone. Segmentation is where you actually get results.
How to Segment:
1. Use Lists Wisely - Create separate lists for different sources, campaigns, or lead types. - Don’t dump everything into one giant “Master List”—it’s a nightmare to manage.
2. Use Tags - Batchdialer lets you filter by tags. If you set these up during import, you’re golden. - Tag by source, date, campaign, or even lead status (e.g., “Warm,” “Cold,” “Follow Up”).
3. Filter by Data - Use Batchdialer’s built-in filters: area code, city, state, etc. - Want to target only leads from a certain zip code? Easy—just filter.
4. Save Segments - Save your filters as “Smart Lists” or whatever Batchdialer calls them now. - This way, you can quickly pull up “all Facebook leads from Texas added this month” without starting from scratch every time.
What not to do:
Don’t overcomplicate things. If you have 500 leads, you don’t need 20 lists. Segment by what’s actually useful for your workflow.
Step 7: Assign Leads to Campaigns or Agents
- Assign specific lists or segments to different campaigns (like “Morning Call Blitz” or “Expired Listings”).
- You can also assign leads to individual agents if you’re running a team.
Pro tip:
Don’t rely only on “Auto-Assign” features unless you’ve tested them. Sometimes they distribute leads in weird ways. Do a manual spot check.
Step 8: Test Your Setup Before Going Live
Don’t wait until you’re burning through leads to realize something’s wrong.
- Pull up a few leads and check: are names, numbers, and tags showing up correctly?
- Run a test dial or two to confirm the workflow actually works.
- Make sure your agents know which list or segment to call first.
If you spot problems: - Go back and fix your import or segmentation settings. - Don’t be afraid to delete a bad list and start over. Better now than after you’ve called 200 wrong numbers.
What Works, What Doesn’t, and What to Ignore
What works: - Clean, well-tagged lists make everything smoother—calls, follow-ups, reporting. - Segmenting leads by source or intent helps you prioritize who to call first. - Regularly cleaning out old or bad leads keeps your system lean.
What doesn’t: - One big “kitchen sink” list. You’ll lose track fast. - Importing without deduplication. You’ll call the same person twice, and they’ll remember. - Over-segmenting. Too many tiny lists are just as bad as one big one.
Ignore the hype: - AI sorting, “smart” auto-tagging, and other buzzwords. If you want results, trust your own eyes and a few simple rules. - Any advice that says you can “set it and forget it.” Lead management is never fire-and-forget.
Keep It Simple and Iterate
Don’t obsess over getting your setup perfect on the first try. Import your best list, tag it, segment it just enough, and start dialing. Tweak as you go. The best system is the one you and your team actually use—so keep it simple, stay organized, and make adjustments as you learn what works for your business.
If you hit a snag, come back to this guide, fix what’s broken, and keep moving. That’s really all there is to it.