Segments

Overview

Contact Segments are saved searches that automatically update based on criteria you set. Think of them as smart playlists for your contacts - define the rules once, and the segment always shows the current matching contacts.

Use Cases:

• Target specific groups for email campaigns
• Find contacts needing follow-up
• Monitor pipeline stages
• Track lead sources
• Organize by location, tags, or custom fields

Creating a Segment

Tags: Contains "Hot Lead"
AND Date Added: In last 30 days
AND Has Email: Yes
AND Status: Active

Tag is "Buyer" AND Price Range is "$500-700K" AND City is "Miami"
Result: Buyers in Miami looking for $500-700K properties

Tag is "Hot Lead" OR Last Activity in last 7 days OR In Pipeline
Result: Any contact that's hot, recently active, or in pipeline

(Tag is "Buyer" OR Tag is "Seller")
AND Last Activity over 60 days ago
Result: Buyers or Sellers with no activity in 2+ months

Pre-Built Segments (Examples)

Hot Leads

Criteria:

• Tags: Contains "Hot Lead"
• Status: Active
• Date Added: Last 90 days

Use: Prioritize follow-up, send targeted offers

Past Clients

Criteria:

• Tags: Contains "Past Client" OR Has Closed Transaction
• Status: Active

Use: Referral requests, market updates, stay-in-touch campaigns

Stale Leads (Need Attention)

Criteria:

• Status: Active
• Last Activity: Over 30 days ago
• In Pipeline: No
• Date Added: Last 180 days (not too old to revive)

Use: Re-engagement campaign, call through list

Website Leads This Month

Criteria:

• Source: Website Form OR Property Inquiry
• Date Added: This month

Use: Track website performance, immediate follow-up

Contacts Without Email

Criteria:

• Has Email: No
• Status: Active

Use: Find contacts needing email addresses, phone-only follow-up

VIP Contacts

Criteria:

• Tags: Contains "VIP" OR "Referral Source" OR "High Net Worth"
• Status: Active

Use: White-glove service, exclusive opportunities

Birthday This Month

Criteria:

• Birthday: This month
• Status: Active

Use: Birthday wishes, relationship building

Buyers - Ready Now

Criteria:

• Tags: Contains "Buyer"
• Custom Field "Timeline": "0-30 days" OR "Immediately"
• Status: Active

Use: Match with new listings immediately

Segment Best Practices

Naming Conventions

Good Names:

• "Hot Leads - Last 30 Days"
• "Past Clients - Annual Touch"
• "Buyers - $500K+ Miami"
• "Stale - Need Follow-up"

Bad Names:

• "Segment 1"
• "Test"
• "My contacts"
• "abc"

Pattern: [Type] - [Key Criteria]

Start Simple

Your First 5 Segments:

1. All Active Contacts
2. Hot Leads
3. Past Clients
4. Stale (No Activity 30+ Days)
5. This Month's New Contacts

Then Add:

• Source-specific (Website, Referrals, Open House)
• Location-based (neighborhoods you farm)
• Pipeline-specific (In Buyer Pipeline, In Seller Pipeline)

Use Relative Dates

Don't: Date Added: January 1 - January 31, 2024

Do: Date Added: This month

Why: Segments with relative dates auto-update. "This month" always shows current month's contacts.

Relative Date Options:

• Today, Yesterday
• This week, Last week
• This month, Last month, Last 30 days
• This year, Last year
• Last 7/14/30/60/90 days
• Over 30/60/90 days ago

Monitor Segment Size

Healthy Segment Sizes:

• 10-50 contacts: Perfect for daily review
• 50-200 contacts: Good for weekly campaigns
• 200-500 contacts: Monthly or targeted campaigns
• 500+ contacts: General communications, market updates

Too Large: Over 1,000 contacts in one segment

• Fix: Add more specific criteria, split into smaller segments

Too Small: Under 5 contacts

• Fix: Broaden criteria or archive segment

Using Segments for Campaigns

Email Campaigns

1. Open segment (e.g., "Past Clients - Annual Touch")
2. Select all contacts in segment
3. Bulk Actions → Send Email
4. Choose template or compose
5. Send to segment

Pro Tip: Create segment "Sent [Campaign Name]" after sending to track who received it.

Pipeline Assignment

1. Open segment (e.g., "Hot Leads - Ready to Work")
2. Select all
3. Bulk Actions → Add to Pipeline
4. Choose pipeline and stage
5. Assign

Use Case: Move all hot leads from segment into active buyer/seller pipeline.

Task Creation

1. Open segment (e.g., "Stale - Need Call")
2. Review contacts
3. Bulk create tasks: "Call to check in"
4. Assign to yourself or team
5. Work through systematically

Advanced Segment Techniques

Exclusion Filters

Scenario: Find buyers but exclude those already in pipeline

Criteria:

Tag: Contains "Buyer"
AND In Pipeline: No
AND Status: Active

Result: Buyers not yet in pipeline (need attention)

Multi-Tag Logic

Scenario: Contacts with multiple specific tags

Criteria:

Tag: Contains "Buyer"
AND Tag: Contains "Pre-Approved"
AND Tag: Contains "Motivated"

Result: Highly qualified buyers ready to act

Activity-Based Segments

Scenario: Engaged contacts (opened emails, viewed properties)

Criteria:

Email Opened: Last 14 days
OR Property Views: Greater than 3
AND Status: Active

Result: Contacts showing active interest

Geo-Targeting

Scenario: Farm a specific area

Criteria:

City: "Miami"
AND ZIP: "33101" OR "33131" OR "33132"
AND Tag: Does not contain "Past Client"

Result: Prospects in target zip codes who aren't clients yet

Time-Based Re-Engagement

Scenario: Quarterly touch for cold leads

Create 4 Segments:

• Q1 Re-Engage: Last Activity: Jan-Mar of last year
• Q2 Re-Engage: Last Activity: Apr-Jun of last year
• Q3 Re-Engage: Last Activity: Jul-Sep of last year
• Q4 Re-Engage: Last Activity: Oct-Dec of last year

Use: Systematic re-engagement throughout year

Segment Management

Editing Segments

1. Open segment
2. Click Edit Segment (gear icon)
3. Modify criteria
4. Save changes
5. Contact count updates immediately

Duplicating Segments

1. Open segment to copy
2. More Actions → Duplicate
3. New segment created with " (Copy)" suffix
4. Edit name and criteria
5. Save

Use Case: Create similar segments with slight variations (different locations, date ranges)

Deleting Segments

1. Open segment
2. More Actions → Delete Segment
3. Confirm deletion
4. Contacts are NOT deleted (just the segment view)

Sharing Segments with Team

Team Segments: Visible to all team members

1. Edit segment
2. Toggle Share with team
3. Save

Personal Segments: Only visible to you (default)

Segment Performance Tracking

Monitor These Metrics

Segment Size Over Time:

• Is "Hot Leads" segment growing? (Good marketing)
• Is "Stale Leads" segment growing? (Need more follow-up)

Conversion Rates:

• How many from "Hot Leads" move to "In Pipeline"?
• Track monthly to measure sales performance

Source Effectiveness:

• Compare segment sizes by source
• "Website Leads" vs "Referral Leads" vs "Open House Leads"
• Invest in best-performing sources

Troubleshooting Segments

Segment Shows No Contacts

Causes:

• Criteria too narrow (no contacts match)
• Filter logic error (AND instead of OR)
• Date range excludes all contacts

Fix: Broaden criteria, check logic, adjust dates

Too Many Contacts in Segment

Causes:

• Criteria too broad
• Missing exclusion filters

Fix: Add more specific criteria, exclude irrelevant contacts

Segment Not Updating

Causes:

• Using absolute dates (not relative)
• Contacts no longer match criteria

Fix: Use relative dates, review criteria

Quick Reference