So, you’ve got a pile of contacts and you want to do something useful with them in Upcell. Maybe you’re migrating from another CRM. Maybe you’ve been hoarding spreadsheets for too long. Either way, you want those contacts imported, organized, and ready to go—without pulling your hair out. This guide is for you.
I’ll walk you step-by-step through importing contacts into Upcell, making sense of segmentation (without overcomplicating it), and pointing out what actually works—and what’s just busywork. Let’s get you sorted.
Step 1: Prep Your Contact List (Don’t Skip This)
Before you even log in to Upcell, get your contact data in order. Bad data in = junk out, and trust me, a messy import will haunt you later.
Do this: - Start with a spreadsheet. Excel or Google Sheets are fine. If your data is in another CRM, export as CSV. - Clean up the columns. You want clear headings: First Name, Last Name, Email, Phone, Company, Tags, whatever makes sense for you. - Watch out for duplicates, blanks, and weird formatting. If you see phone numbers like “(555) 123-4567” and “5551234567,” pick a format and stick to it. - Trim the fluff. If you’re not going to use “Fax Number” or “Favorite Ice Cream,” don’t import it. Less is more.
Pro tip:
If you’re segmenting by something specific (like “Customer Type” or “Region”), make sure you have a column for that now. It’ll make life easier later.
Step 2: Log Into Upcell and Find the Import Tool
Upcell’s UI is pretty straightforward, but don’t expect miracles—imports can still trip you up if you’re not careful.
Here’s how to start: 1. Log into your Upcell account. 2. Head to the Contacts section—usually in the main nav. 3. Look for an Import or Add Contacts button. (If you can’t find it, check under a menu icon or “...” more menu.)
Note:
Upcell only takes certain file formats—usually CSV. Don’t use XLSX or Google Sheets links. Export your spreadsheet as a CSV first.
Step 3: Upload and Map Your Fields
This is where most people mess up—field mapping. Upcell will ask you to match your CSV columns to its contact fields.
How it works: - You’ll see your CSV column names on one side, and Upcell’s fields on the other. - Match them up manually. If Upcell guesses wrong, fix it. - If you have extra columns (“Notes,” “Tags,” etc.), see if Upcell has a place for them. Otherwise, skip them unless you’re sure you need them.
Things to watch for: - Email is usually required. If you don’t have emails for some contacts, Upcell might skip them. - Custom fields: If you want to import data that doesn’t fit existing fields (like “Subscription Level”), you’ll need to create a custom field in Upcell first. Don’t try to jam it into “Notes”—it’ll be a pain to segment later.
Pro tip:
If your import fails, read the error message. It’s usually about bad formatting or missing required fields. Fix your CSV, not the import tool.
Step 4: Run the Import—And Double Check
Once you’ve mapped everything, hit Import and let Upcell work. Don’t expect instant results on big files.
Check for: - Skipped contacts: Upcell will usually give you a report if some contacts didn’t import. Download it, see what went wrong, and fix your CSV. - Weird characters or broken data: Look for “???”, blank names, or other garbage. If it’s a handful, edit manually. If it’s everywhere, fix your CSV and re-import.
What to ignore:
You don’t need to obsess over the perfect import. Get most of it right, and clean up the rest as you go. Spending hours on a 100% clean list isn’t worth it unless you run a hospital.
Step 5: Start Segmenting Your Contacts
This is where Upcell’s real value kicks in, but don’t get sucked into endless segmentation. Start simple.
What is segmentation?
It’s just breaking contacts into groups—so you can send the right message to the right folks.
Ways to segment: - By tag: Add tags during import (if you have a “Tags” column), or tag contacts after import. Good for things like “VIP,” “Newsletter,” or “Prospect.” - By field value: If you imported a column like “Region” or “Customer Type,” you can filter contacts by these. - By activity: Some Upcell plans let you segment by activity (last purchase, engagement, etc.). This can be powerful, but only if you actually do something with it.
How to segment in Upcell: 1. Go to the Contacts view. 2. Use the filter or search tools. You can usually filter by field, tag, or status. 3. Save your filter as a segment or smart list, if Upcell supports it. Name these clearly—no one remembers what “List 7” is.
Pro tip:
Don’t create dozens of segments you’ll never use. Start with a few that drive real action—like “Customers Who Bought in Last 30 Days” or “Leads in California.”
Step 6: What Actually Works (And What Doesn’t)
Here’s the honest bit: segmentation is only useful if you use it. You don’t need a complicated taxonomy or a PhD in database theory.
What works: - Simple, actionable segments. “Newsletter Subscribers,” “High Value,” “Trial Users.” That’s it. - Tags over custom fields—unless you need heavy reporting, tags are easier to set and edit. - Updating segments as you go. It’s fine to tweak, merge, or drop segments once you see how you actually use them.
What doesn’t: - Over-segmenting. If you have 50 tiny segments, you’ll ignore most of them. - Importing junk data “just in case.” Don’t. It clutters things up and you’ll never use it. - Relying solely on automation. Upcell is decent, but it can’t read your mind. Manual review now and then is worth it.
Step 7: Keep It Simple, Iterate As You Grow
You don’t need to get it perfect on day one. The main thing is getting your data into Upcell, grouped in a way that makes sense for your business, and ready for action.
Most of the value comes from reaching the right people at the right time—not from having the world’s tidiest database. Keep your segments lean, review them every few months, and don’t be afraid to merge or delete ones that aren’t working.
And if you get stuck, don’t waste hours fighting with the import—sometimes it’s faster to fix your spreadsheet, re-upload, and move on. You’ll thank yourself later.
Final thought:
Start small, stay organized, and remember—your CRM should work for you, not the other way around.