Step by step guide to importing and segmenting leads in Theswarm for targeted campaigns

If you’re reading this, there’s a good chance you’ve either just signed up for Theswarm or you’re finally ready to wrangle your messy lead lists into something actually useful. This guide is for marketers, founders, and anyone tired of blasting emails into the void. You want to actually reach people, not just check a box. Here’s how to get your leads into Theswarm, clean them up, and slice them into meaningful segments that make campaigns...well, work.

Why Bother With Proper Importing and Segmentation?

Let’s be blunt: uploading a giant CSV and hitting “send to all” is a waste of everyone’s time. You’ll annoy good leads, burn out your sender reputation, and mostly get ignored. Segmentation is how you move from “spray and pray” to actually speaking to people who care.

If you want to see real results, you have to treat your list like a garden. Import thoughtfully, weed out the junk, water what matters, and prune for growth. Theswarm gives you the tools, but you still need a plan and a little patience.

Step 1: Get Your Lead List in Order

Don’t just dump whatever you’ve got into Theswarm. Garbage in, garbage out.

Before you import:

  • Make sure your list is in CSV or XLSX format. Most CRMs and lead tools export in these—you don’t need anything fancy.
  • Clean your data:
    • Remove obvious junk (test emails, info@ addresses, duplicates).
    • Standardize fields (first name, last name, email, company, etc.).
    • Check for missing values—incomplete records will just clog up your segments later.
  • If you have tags or categories in your old system, keep them in separate columns. It’ll save you headaches later.

Pro Tip: If you’re not sure what to include, stick to the basics: first name, last name, email, company, and one or two fields related to your campaign (like job title or industry).

Step 2: Import Leads Into Theswarm

Time to get your hands dirty. Theswarm’s import flow is straightforward, but there are a few things to watch out for.

  1. Navigate to the Leads Section

    • Log in and head to the “Leads” tab. Can’t miss it.

  2. Click “Import” or “Add Leads”

    • You’ll see options for file upload or manual entry. Pick file upload.

  3. Upload Your File

    • Drag and drop your CSV/XLSX or use the file picker.
    • Theswarm will preview your data. If the columns look jumbled, check your file—most issues are from weird headers or merged cells.

  4. Map Your Fields

    • Theswarm wants you to match your columns to its lead fields (like “Email” or “Company”).
    • Take your time here. If you skip this, your segments will be a mess.
    • If you have custom fields, create them now—don’t just cram extra info into the “Notes” field.

  5. Review & Confirm

    • Theswarm will flag duplicates or obvious errors. Fix them or skip those leads.
    • Click “Import.” Wait for confirmation—don’t just close the tab.

What to ignore: Theswarm might offer to “auto-tag” or “enrich” leads during import. Sometimes this works, but don’t expect miracles. Most enrichment tools just pull generic info from LinkedIn or company databases; you’ll still need to review.

Step 3: Clean Up Your Imported Leads

Even with the best CSV in the world, junk gets through. Take a few minutes to tidy up.

  • Search for duplicates: Theswarm has a de-duplication tool, but it’s not Sherlock Holmes. Check for people with the same email under different names.
  • Scan for weird formatting: Names in ALL CAPS, weird symbols, missing emails—fix or delete them.
  • Tag by source: If you imported from more than one list, tag leads with their origin (e.g., “Webinar March 2024” or “Purchased List Q2”). You’ll thank yourself later.

Pro Tip: Don’t obsess over every little typo. Fix the big stuff—especially email addresses and segmentation fields. You can always clean as you go.

Step 4: Build Segments That Actually Matter

This is where most people get overwhelmed and start creating a segment for every little thing. Don’t. Start simple.

The Basics: How Segmentation Works in Theswarm

A “segment” is just a saved filter—a group of leads who share something in common, like industry, location, or interest. In Theswarm, you build segments using filters on any field (including custom ones).

How to Create a Segment

  1. Go to the Segments or Filters Section

    • Usually in the left sidebar or under “Leads.”

  2. Click “Create Segment”

    • Name it something obvious. “Marketing Directors, SaaS, US” is better than “List 2.”

  3. Set Your Criteria

    • Use the filter builder to pick fields and values:
      • Example: Job Title = Marketing Director
      • Example: Industry = SaaS
      • Example: Added Date = after 01/01/2024
    • Combine filters as needed. Don’t overthink it—start broad, then refine.

  4. Save & Preview

    • Theswarm will show you the leads who match. Double-check that nothing weird snuck in.

  5. Test With a Small Campaign

    • Before you go all-in, send a test email to the segment. Make sure it looks right and you’re not spamming the wrong crowd.

Pro Tip: Segments aren’t static. As you add new leads, they’ll be included if they match the criteria. No need to keep re-importing or updating lists.

Step 5: Tagging vs. Segmentation—What’s the Difference?

Here’s where lots of folks get tripped up. Tags are quick labels you slap on leads (“VIP,” “Attended Webinar,” “Cold”). Segments are dynamic groups based on rules.

  • Use tags for:
    • One-off events (“Met at Trade Show”)
    • Manual notes (“Needs follow-up”)
  • Use segments for:
    • Ongoing criteria (“All SaaS CEOs in Canada”)
    • Campaign targeting (“Opened last 2 emails, not converted”)

You can filter segments by tags, and vice versa, but don’t go overboard. Ten useful tags beat fifty you never use.

Step 6: Build Targeted Campaigns

Now, the fun part. You’ve got clean, segmented leads—time to actually use them.

  • Pick your segment: In the campaign builder, choose your saved segment.
  • Personalize if you can: Use merge fields like {First Name}, but don’t rely on them covering up bad data.
  • Watch your frequency: Targeted doesn’t mean “relentless.” Don’t hammer the same segment every week.
  • Track results: Open rates, replies, conversions—watch what works and tweak your segments accordingly.

What to ignore: Don’t chase “AI-powered segmentation” unless you have thousands of leads and complex data. Simple rules work for almost everyone.

What Works, What Doesn’t

Works: - Clean data, clear segments, regular review. - Combining manual tags with smart, rule-based segments. - Starting simple and refining based on real campaign results.

Doesn’t work: - Importing everything “just in case.” - Segments so granular you forget why you made them. - Blindly trusting automation to fix a bad list.

Keep It Simple, Iterate Often

Don’t turn this into a week-long project. Import your leads, clean up the worst offenders, build a few broad segments, and launch a small campaign. Watch what happens, tweak your segments, and repeat. Most “sophisticated” lead management falls apart because people overcomplicate things.

Start small, stay honest about what’s working, and don’t be afraid to delete a segment or tag that’s just gathering dust. The goal is more replies, not more spreadsheets.