Speed-to-lead starts here.

If you’re an insurance agent managing new leads, your CRM is only as good as the data you feed into it. Whether you’re importing contacts from another CRM, a vendor like Lead Heroes, or uploading an old spreadsheet, clean data is essential—and speed matters.

In this step-by-step guide, based on a recent Agent CRM live training session, you’ll learn:

  • How to import a CSV lead list into Agent CRM

  • How to set up custom fields for missing data

  • How to tag, organize, and segment your leads

  • How to trigger automation workflows and maximize speed to lead

  • Key tips for A2P compliance and message throttling

  • Smart filtering using Smart Lists

  • Bonus: Tips for working with lead vendors like Kaboom and setting up correct automation triggers

🛠️ Step 1: Set Up Custom Fields Before Importing

Before uploading your CSV, inspect the spreadsheet. Does it include custom fields like “Policy Purchased” or “Lead Source” that aren’t standard in Agent CRM?

Go to Settings → Custom Fields

  • Create a Single Line Text field for each missing data point.

  • Assign the field to a relevant folder (like “Client Document Folder”) so it’s easy to find later.

👉 Example: Create a custom field called Policy Purchased and place it in the Client Document Folder.

📁 Step 2: Import Your CSV File

Navigate to Contacts → Smart Lists → Import Contacts
Upload your CSV and let the system guess the field mappings.

  • Confirm or fix each field (e.g., match “First Name” column to the CRM’s “First Name” field).

  • For non-standard fields like “Lead Source,” map them to your custom fields.

At the end of the import:

  • Give the import a descriptive name

  • Add appropriate Tags (e.g., lead_import, vendor_name, product_type)

  • (Optional) Add to a Workflow or Campaign immediately, such as “1.0 IL Lead From Vendor.”

🧠 Pro Tip: Tagging on import helps you cleanly segment later without re-filtering.

🧹 Step 3: Create Smart Lists to Segment and Target

Smart Lists let you filter contacts using tags, fields, and other data.
Head to Contacts → Smart Lists → More Filters, then filter by:

  • Tag (e.g., lead_import)

  • Custom Field (e.g., Policy Purchased = Final Expense)

Save your filtered view as a Smart List.
🎯 Example: Create a Smart List for Term Leads or Final Expense Leads.

This sets you up to run targeted workflows, dialer sessions, or outreach campaigns—fast.

🤖 Step 4: Trigger Automation with Tags

Once leads are in and tagged, it’s time to automate follow-up.

In Automations, open your 1.0 Lead From Vendor workflow.
Add a trigger:

  • Contact Created → Has Tag (e.g., IL Lead Kaboom)

  • This ensures that when your lead vendor sends leads with that tag, Agent CRM starts the right automation.

📌 Important: If you’re using a lead vendor like Kaboom, ask them for the tag structure so your triggers work properly.

⚡ Step 5: Nurture Immediately with 2.0 Workflows

After tagging and triggering the 1.0 Workflow, send your leads into a 2.0 New Lead Workflow.

This campaign sends:

  • Immediate text and email

  • A link to your calendar

  • Updates your opportunity pipeline for quick tracking

Speed to lead is critical. Delays can cut your conversion rate in half. These automations help ensure no lead is left waiting.

🔐 Bonus: A2P Compliance & Message Throttling

Brand new Agent CRM users are subject to A2P 10DLC limitations:

  • Day 1: Max 100 messages

  • Day 2: Max 250 messages

  • Gradual ramp-up to protect your sending reputation

Agent CRM’s 2.0 campaigns are throttled to 125/day by default to help you stay compliant.

👉 Avoid blasting your entire list on Day 1. Import and drip gradually.

💡 Best Practices & Final Tips

  • ✅ Separate leads from clients during import

  • ✅ Add lead source and product tags for every batch

  • ✅ Keep Smart Lists clean and updated

  • ✅ Ask your vendor for their tagging standards

  • ✅ Don’t manually upload leads if your vendor offers direct integration (e.g., Kaboom & Lead Heroes)

  • ✅ Reach out to our team for help setting up Zapier or direct API integrations

🎥 Watch Live Training Replays on YouTube

Missed this live training? Find all replays, including deep dives on Smart Lists, Lead Vendor Integrations, and Automation Strategies on our YouTube Channel.

🚀 Ready to Take Action?

Start automating your lead follow-up in minutes.

👉 Start your free 14-day trial: www.agent-crm.com
👉 Book a demo: consult.agent-crm.com — Let our team walk you through it live.


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