Step by step process for importing prospect lists into Nlpearl without losing data

If you’re dealing with prospect lists and you want to get them into your CRM without a mess, you’re in the right place. This guide is for anyone who’s tired of broken imports, missing emails, or mangled phone numbers. Specifically, we’ll walk through how to import lists into Nlpearl without losing data or your mind.

Whether you’re in sales, marketing, or operations, you know the pain: you’ve got a spreadsheet full of leads, but a single botched import can ruin your workflow. No more guessing. Here’s the real, step-by-step process — plus a few honest warnings about what actually trips people up.

1. Get Your Prospect List Ready

You can’t fix a broken import halfway through, so start by making your list bulletproof.

a. Clean your data first

  • Remove duplicates. Most CRMs, including Nlpearl, don’t like repeated records. Use your spreadsheet’s “Remove Duplicates” tool.
  • Standardize fields. Make sure columns like “First Name,” “Last Name,” “Email,” “Phone,” etc., are clearly labeled. No weird abbreviations unless you want future-you to hate present-you.
  • Check for missing essentials. At minimum, you’ll want an email or phone number for each prospect. Blank rows or half-filled records can cause headaches later.
  • Format matters. Dates should look like YYYY-MM-DD, phone numbers should be consistent, and emails should match something@domain.com.

Pro tip:
Don’t trust exported data from third-party sources. Scraped or purchased lists are notorious for weird characters and formatting issues.

2. Save Your File in the Right Format

Nlpearl accepts several formats, but CSV is the safest bet. Excel files (.xlsx) sometimes import with hidden formatting issues.

  • Save as CSV. In Excel or Google Sheets: File > Download > Comma-separated values (.csv)
  • Double-check encoding. “UTF-8” encoding handles special characters — accents, symbols, etc. If you’re importing international data, this really matters.

What to skip:
Don’t bother with .txt or .tsv files unless you have a specific reason. They’re more trouble than they’re worth for this use case.

3. Map Your Fields Ahead of Time

Nlpearl will ask you to match your spreadsheet columns to its own database fields. This is where most data gets lost.

  • List out your columns. Write down exactly what’s in your file: “First Name,” “Last Name,” “Company,” “Title,” etc.
  • Check Nlpearl’s required fields. Some fields are mandatory. If your list is missing them, the import will fail or skip those rows.
  • Create custom fields if needed. If you have unique data (say, “Favorite Snack”), set up a custom field in Nlpearl before importing. Otherwise, that info’s gone.

What breaks things:
If your column names don’t match or you try to cram data into a mismatched field (like putting a phone number in the “Company” column), you’ll end up with a mess.

4. Start the Import in Nlpearl

Now you’re ready to actually upload. Here’s how it usually works:

  1. Go to the Import section. Log in, and look for “Import” or “Upload Contacts” in the menu.
  2. Choose your file. Select your cleaned, UTF-8 encoded CSV.
  3. Map columns. Nlpearl will show you its fields on one side and your columns on the other. Match them up. Skip any fields you don’t need.
  4. Preview the import. Most systems show a preview screen. Use it. This is where you catch problems before they’re permanent.
  5. Run the import. Hit “Import” or “Finish” if everything looks right.

Pro tip:
If your list is huge (thousands of rows), start with a test batch of 10-20 records. It’s way easier to undo a small test import than a massive one.

5. Check for Errors — Immediately

After the import, don’t just assume it worked. Go check.

  • Look for skipped records. Nlpearl should give you a summary: “X records imported, Y skipped.” Download any error or skip logs.
  • Spot-check key fields. Search for a few records and make sure emails, names, and custom fields look right.
  • Check for weird characters. Watch for garbled symbols or question marks, especially if you had accents or non-English data.

What people ignore (but shouldn’t):
If you see a lot of skipped records, don’t just shrug and move on. Fix the errors, update your file, and re-import that small batch.

6. De-duplicate and Merge (If Needed)

Even with the best prep, duplicates slip through — especially if you’re importing lists from multiple sources.

  • Run Nlpearl’s deduplication tool. Most CRMs have one. Use it.
  • Set merge rules. Decide whether you want to merge duplicates or keep them separate. If you merge, which record “wins” for each field?
  • Do a sanity check. Spot-check merged data to make sure nothing important got overwritten or lost.

Honest take:
No deduplication tool is perfect. Manual review is boring, but it saves you from embarrassing mistakes later.

7. Tag and Segment Your New Prospects

Don’t just dump your new contacts in and call it a day. Take a minute to organize.

  • Apply tags or lists. Mark the imported batch so you can filter, report, or undo changes later.
  • Segment by source or campaign. If you’re importing multiple lists (say, “Webinar Attendees” vs “Purchased List”), make that clear in your tags or custom fields.

Why bother:
It’s a pain to dig through a generic “Contacts” list to find the people you just imported. Tag them now, thank yourself later.

8. Set Up an Audit Trail

If you’re not the only one using Nlpearl, keep things transparent.

  • Document what was imported, when, and by whom.
  • Save the original CSV and any error logs.
  • Note any manual fixes you made.

Pro tip:
If anything goes wrong — and let’s be real, it happens — you’ll want a clear record. This also helps with compliance if your industry cares about that.

What to Ignore (and Why)

There’s a lot of “best practice” advice out there, but not all of it actually matters:

  • Don’t obsess over field order. Mapping takes care of this.
  • Don’t try to cram extra info into “Notes.” Use custom fields — it’s cleaner.
  • Don’t assume validation catches everything. Always check your data after import.

Troubleshooting: When Things Go Wrong

Even if you follow every step, sometimes imports break. Here’s what usually causes problems:

  • Weird formatting: Hidden spaces, leading zeros, or strange date formats can trip up imports.
  • Encoding errors: If you see gibberish instead of accented characters, your CSV probably isn’t UTF-8.
  • Field mismatch: If you map a column incorrectly, data will end up in the wrong place — or not at all.
  • API limits: If you’re importing via an integration or API, there may be daily or hourly limits.

How to fix:

  • Re-export your CSV, making sure it’s clean and UTF-8 encoded.
  • Fix errors in small batches and re-import.
  • If you can’t figure it out, reach out to Nlpearl’s support — but have your logs and files ready.

Keep It Simple — and Iterate

Importing data doesn’t have to be a nightmare. The key is to slow down up front, check your work, and run small tests before you go big. Don’t overcomplicate it with fancy mapping tools or endless field customizations. Get your basics right, keep your records clean, and you’ll spend a lot less time fixing mistakes down the road.

If you hit a snag, don’t panic. Back up, fix your list, and try again. Everyone messes up an import at least once — just make sure you learn from it.