How to add a qualified prospect list to Capsule CRM

To import a prospect list into Capsule CRM yourself, save the list as a CSV file and use the Import Contacts button on Capsule's People & Organisations tab. You upload the file, match each column to a Capsule field such as first name, last name, job title, organisation, email address, phone number, or website, and Capsule creates a person record for each row. When a row names an organisation, Capsule links the person to an organisation record, so a list of 50 people at 30 companies arrives as people grouped under their organisations. Capsule also connects to other tools through its built-in integrations and Zapier, but it's built to manage contacts you already have rather than to search for new ones.

The import moves records well, but it brings in only what the spreadsheet says. A list that qualified last quarter can include someone who has since changed jobs and a company that became a customer in the meantime. The import also carries no explanation. A salesperson who opens the new record sees a name, a title, and an email address, with nothing about why this person was chosen or what to say to them.

The bigger gap is what happens after the import. A person record on its own doesn't ask anyone to do anything. In Capsule, follow-up lives in three places: tasks, which give a named user something to do by a due date; opportunities, which put a potential sale in a pipeline at a milestone; and tracks, which are saved sequences of tasks your team applies to an opportunity. If nobody creates those, a freshly imported list sits quietly in your contacts until someone remembers it.

A good result, then, is a set of Capsule records that sales would actually work. Each prospect still fits your ideal customer profile and still holds the role. Each one is linked to the right organisation and never duplicated. Each record has an owner, carries the reason the person was added, and comes with a next step that shows up on someone's task list.

Kite does that work for you. It rechecks the list before anything reaches Capsule, reads your account to see who's already there and how your team sets up follow-up, and writes the records, the research, and the next steps together.

Start by telling Kite which prospects you want in Capsule and who should follow up:

"Add the attached list of 80 prospects to Capsule. Keep only the ones who still fit, assign them to me, and give me a task to reach out next week."

Kite is an AI marketer. It researches your business, builds a growth strategy, and ships the work that brings you new customers. Because it has already researched your company, it knows your ideal customer profile, your current customers, and your competitors, so it can judge fit without a long brief. You can work with Kite in the Kite web app or in Slack.

Kite can start from a list in several places. You can upload a CSV or spreadsheet in the conversation, paste the names in, or point Kite at a Google Sheet you've connected. If you don't have a list yet, ask Kite to build one, and it finds prospects through its own built-in sources, such as Apollo, without you needing an account there.

You'll need to connect your Capsule account so Kite can read and write your records. When the job first needs Capsule, Kite sends you a link to connect it. Kite then reads your account and tells you its plan: who will own the records, which tag it will apply, where the fit score will go, and whether it will open opportunities and in which pipeline. Confirm the plan or change it, and Kite starts.

Kite checks every prospect against your ideal customer profile before it writes anything, because a list starts going stale the day it's built. It confirms that each person still holds the role at that company, using their public professional profile or the company's own pages, and it drops anyone who has moved on. It also removes your existing customers, your competitors, and anyone who has asked not to hear from you.

Each prospect who passes gets a fit score from one to five with a one-line reason, such as "Operations director at a 60-person logistics firm that just opened a second warehouse." When the list runs long, Kite splits it into primary and secondary groups so the owner knows where to start. If fewer people qualify than you sent, Kite tells you how many passed and why the rest fell short.

Kite also fills the gaps a list usually has. Its built-in sources supply a work email, the person's LinkedIn profile, and the company's website, industry, and size. They also turn up recent events, such as a funding round, a new leadership hire, or open roles on the team your product serves, which give the salesperson a reason to get in touch now. Kite keeps each email's verification status as the provider reports it, and it marks a missing email as not found rather than guessing one.

Kite searches your Capsule account before it creates anything, so your contacts don't fill up with duplicates. It searches people by email address and name, and it searches organisations by name and website. It also reads each match's history, open opportunities, and tasks.

What it finds decides what happens next. When the person already exists, Kite updates that record instead of creating a second one. When the organisation exists but the person doesn't, Kite adds the person and links them to it. When the person is already in an open opportunity, Kite leaves them with the colleague who owns it and mentions them in its summary instead of adding a new task on top.

Kite reads your account's setup at the same time. It lists your users and teams so it can assign the right owner. It lists your custom fields and tags so the research lands where your team already looks, and it reads your pipelines, milestones, and tracks so the follow-up matches how your team already works.

Kite creates each organisation first and then its people, so every person arrives linked to their company. A new organisation gets its name, website, address, and a short description of what the company does. A new person gets the following:

• First and last name
• Job title
• Organisation
• Work email address
• LinkedIn profile, added as a website on the record
• Owner, and team if you use teams
• A tag for this batch, such as the campaign or list name

Kite writes the fit score and its one-line reason into custom fields. If your account has no fields for them, it can create them, which lets your team filter Capsule by fit later. It then adds a note to each person's history. The note explains why the person fits, records the recent event worth mentioning, and cites the source for each fact, so the salesperson can trust what they're reading.

Kite gives every qualified prospect a next step, because a record without one rarely gets worked. By default, it creates a task for the person's owner, linked to the person, with a due date and a short description such as "Intro email: mention the second warehouse opening." If your account uses task categories, such as Call or Email, Kite picks the one that fits.

When you want prospects in your pipeline, Kite also creates an opportunity. It links the opportunity to the organisation, names it clearly, sets it at the first milestone of the pipeline you chose, and assigns the same owner. Kite leaves the deal value empty unless you give it a typical deal size, because a guessed number would distort your pipeline forecast. If your team has a track for new prospects, such as a three-step outreach sequence, Kite applies it to the opportunity, and Capsule creates the track's tasks with their due dates.

Kite usually opens opportunities only for the primary group. Your secondary prospects get a person record, a note, and a task, which keeps your pipeline limited to the deals your team is actually pursuing.

When the work is done, Kite posts a summary in the conversation where you asked. It says how many people and organisations it created, how many existing records it updated, and how many tasks and opportunities it opened. It lists who it skipped and why, and it reports how many prospects have a verified work email. The full list comes with it as a table, so you can scan it without opening Capsule.

From there, Kite can write a personalized first email for each primary prospect, based on the research in their note. It sends those emails from your team's Kite address or a connected email product once you approve them. If you want new prospects added regularly, ask Kite to run the same job every week, and it will post each batch's summary in the same place.

When Kite finishes, your Capsule account holds a set of qualified prospects with their next steps already scheduled, and your conversation with Kite holds the record of what changed.