Zero BS CRM added CRM Segments in v2.86, since then you’ve been able to simply and easily create dynamic groups of contacts in the system with just a few clicks. This guide explains how to create your first CRM segment:
Create your first CRM Segment
Before we get started with the how-to of creating a segment, we need to decide what group of people we want to filter out. The question to ask yourself here is: What am I trying to achieve?
Here’re some examples that are a good place to start when thinking about segments:
- I’d like to email the people that attended our last event
- I’d like easy access to our VIP clients
- I need to manage a group of leads I’m working on
- Our regional manager wants to see contacts by postcode
… of course there are many reasons you may wish to sub-divide your pool of contacts, they all depend on your business operations and what you’re trying to achieve. It’s good to work in a process-orientated way though, rather than just jumping straight into the technology.
So once you have a ‘group’ sketched out, here’s how you go about segmenting those contacts in Zero BS CRM:
1) Load up the segment editor
You can get to the segment editor by following these steps (From your WordPress/Zero BS CRM installation):
- Click “Contacts” from the ZBS top menu, then select “Segments”
- Click “Add New” from the segments list view
- You should now be on the right page to create a new segment:
2) Fill out the Segment details
Taking the idea you started this tutorial with, you’ll now need to choose ‘conditions’ which’ll define the contacts in your new segment. Here are the steps:
- Name the segment: Use descriptive language to name your segment. Some examples include: “VIP Customers”, “Freelance leads with budgets over $10k”, “Customers in the postal code XYZ”.
- Add Conditions: What conditions you’ll choose here depends on what group you want to achieve. The basic settings for each Condition are: “Type” (e.g. Status), “Operator” (e.g. equals =), and “Value” (e.g. “Lead”). If you chose the condition “Status Equals Lead” – this’d mean that your segment includes every contact whose status was ‘Lead’. The power of this setup is that you can add multiple conditions, and that you can then choose match type (as described below). This means you can make granular groups which match multiple conditions.You can add as many more conditions as you like by clicking ‘Add Condition’ and remove a condition by clicking the X on the right of that condition. In the following example you can see that we’ve chosen all contacts which have the status of ‘Lead’ whom were added Before the date 30/06/2018. This is a small example of what is possible with multiple conditions.
- Choose Match Type: There are two options for “Match Type” – you can either “Match All Conditions” or “Match Any Condition”.“Match All Conditions” means that the group will contain contacts for which ALL conditions are true. (e.g. in the above example, has status of lead and was added before 30/06/2018.) “Match any one Condition” means that the group will contain contacts for which ANY of the conditions are true, (this creates a more broad segment).
- Preview Segment: Once you’ve created conditions you like, and named the segment, you can click Preview Segment and see a snapshot of how many contacts match this segment (currently) and the first 5 matches.You can then go back and edit the conditions until this preview matches your original expectations for the segment. Note: You can also create segments even if there is not yet any contacts within that segment, you’ll just be presented by a ‘no contacts currently’ message, so skip to the next step if this is what you’re doing.
- Save Segment: Once you’ve previewed a segment, all you have left to do is hit ‘Save Segment’ at the bottom of the page (you can’t save a segment until you’ve previewed it).Saving a segment here will save down all you’ve done. You can then click back to list (at the top of the page) and see your new segment in your Segment List. From there you can even ‘View all contacts in this segment’ by clicking View next to the number of contacts in that segment.
To read more about segments, check out our Dynamic Segments CRM Feature page, or explore the functionality yourself in Zero BS CRM.