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How to Manage a Segment

Segments 

The segments screen displays all segments and allows an administrator to manage the segment information. 

This screen can be accessed with two steps and the information is broken out into 3 sections: Segment Table, Action Bar Buttons and Segment Properties.

  1. Log in to website and access Email Marketing Module.
  2. Select Lists and Segments > Segments from the left navigation.


Segments Table

The Segments Table displays all segments the club is using. Once a segment has been deleted it will not appear in the table and has to be recreated manually.

  • Name: Internal name for staff, this is never displayed for contacts to see.
  • Type:
    • Dynamic segments will recalculate automatically provided exports are taking place.
    • Static segment was calculated on the date it was created and will no longer update.
  • Last updated: Last date and time the segment had undergone changes, such as changing the filter criteria and segment name.


Action Bar Buttons

The following buttons are found across the top. Some of the buttons will be enabled, only after the checkbox beside a segment name is selected.

  • New Segment - Create a new segment.
  • Edit - Access the Define Segment or Describe and Save sections to edit criteria, change name or description for the segment.
  • View Contacts - Display all contacts in a segment, that meet criteria in the manage contacts table.
  • Delete - If the segment is no longer needed, use this to delete the segment. 
  • Copy - Make a copy of the segment criteria​.
  • Add to Mailing List... - All the contacts in a segment can be saved in a mailing list.
  • Categorize - (Optional) If set up administrators can organize segments to view by category instead of everything at once. 


Segment Properties 

Segment Properties can be found to the right of the table.
To view the details for a specific segment quickly from the segments table, select the checkbox next to the segment name.

Note:  The segment will be recalculated prior to a campaign being sent but the date and time on the segment table will not change.
  • Name: Internal name of the segment, only administrators will see this.
  • Number of contacts in the segment.
  • View contacts in this segment: Select this link and the contacts that meet the criteria will now be displayed in the manage contacts table.
  • Two arrows going in a circle: Select this to update the last run date and time and recalculate the number of contacts in the segment properties box.
  • Criteria: View conditions that are setup to find the contacts in the segment.

 View Contacts in Segment

After a segment has been created, there are two options to view the contacts in a segment.

Option 1 - From Segments

  1. Log in to website and access Email Marketing Module.
  2. Select Lists and Segments > Segments from the left navigation.
  3. Select checkbox beside name of segment.
  4. From the action bar at the top, click View Contacts or select View contacts in this segment: from the Segment Properties box.
    • Both of these actions will display the contacts with matching criteria in the Contacts > Manage Contacts table.

Option 2 - From Manage Contacts

  1. Log in to website and access Email Marketing Module.
  2. Select Contacts > Manage Contacts from the left navigation. 
  3. Show: select All Contacts from the drop-down to display lists and segments recently used.
  4. Select name of segment.
    • If it is not displayed in the drop-down, select Mailing list or segment... to view all the mailing list and segments created.
    • Within the Select a mailing list or segment dialog box:
      • Select checkbox beside name of segment.
      • Click Select to save changes.
  5. The table will only show contacts that belong in the segment selected.

 

Manage Contacts in Segment

When viewing the contacts in the segment, contacts could be missing or contacts are showing up when they should be removed. This is possible when a new contact was recently added to the accounting system or information for a contact recently changed.

Remember, changes made in the accounting system do not get updated into the email marketing system instantly. The export process has to be completed in order for the segments to recalculate. If there are any concerns that the contact information is not updating correctly or the club would like the information to update sooner, please contact web support. 

Facts about contacts in a segment:
  • Contacts appear in the segment because the criteria for a contact matches the segment.
  • Contacts cannot be manually added or removed to a segment.
  • Only contacts with an Active Email Marketing status (Subscribed or Soft Bounce) will be found in a segment.
    • If they are Hard Bounce or Unsubscribed their status should be fixed, wait for export and then recalculate the segment manually.
  • The Last updated column only displays the last date and time the segment had undergone changes, such as changing the filter criteria and segment name.
    • To update the Last Updated column
      1. Click on the name of the segment.
      2. Click the two arrows going in a circle to recalculate number of subscribers in the segment or make changes to the segment.
      3. Click Next.
      4. Click Finish. 
    • To update the contacts that match the criteria for a segment.
      1. Select checkbox beside segment name to view segment properties on the right.
      2. Use the two arrows going in a circle to recalculate number of subscribers in the segment.
      3. The last run on date and time will update in the Segment Properties box with the new number of contacts, but it won't update the Last Updated column.
    • Note:  The segment will be recalculated prior to a campaign being sent but the date and time on the segment table will not change.

Segments Missing Contacts

After a segment has been created, contacts could be missing or appearing in the segment when they shouldn't be. First make sure that the email address is in the email marketing module by selecting Contacts > Manage Contacts from the left navigation. 
Below are some areas to take a look at to figure out what happened to those contacts. 

 

Email Marketing Status

Only contacts with a Subscribed or Soft Bounce email marketing status will be included in a segment.

  1. Log in to website and access Email Marketing Module.
  2. Select Contacts > Manage Contacts from the left navigation. 
  3. (Optional) If Status column is hidden.
    1. Click gear icon on the right to show/hide columns.
    2. Select checkbox beside the field Status = Email Marketing Status.
    3. Click Select to save changes.
  4. Select search box under Email Address column to find contact.
  5. What status does the contact have under Status column?
    • Subscribed or Soft Bounce is good, they will be included in a segment.
    • Hard Bounce or Unsubscribed status would have to be fixed to be included in a segment.

Segment Criteria and Filters 

Verify that the segment criteria and filters are setup correctly.

  • See instructions to Edit Segment below.

Accounting System - Verify Member Information is Correct and email address is Flagged for Email Marketing

When members are added or updated from the Accounting System, make sure their information is correct and their email address has been flagged to be sent over to the email marketing module. Remember, after the changes are saved it could take up to 24 hours before the export is completed and updated into the email marketing module.

  1. Login to Accounting System and find member information, follow How to Manage Email Addresses Uploaded to Email Marketing for details.
    • Jonas Club Management: Club Management > Member File > Setup/Edit Members
    • Encore: Accounts Receivable > Members 
    • CSG ClubConnect: Options >Membership > Member Maintenance
    • CSG ClubSelect: Members & Dependents
  2. Verify that the member matches the criteria in the segment.
  3. Make changes if necessary and wait for next Export to be completed successfully.
  4. See instructions to Refresh segment below.
  5. See instructions to View updated contacts in segment above.

Accounting System - Is the Email Address Unique?

Each member should have their own email address, they should not be shared. For details see Email Address is Unique Identifier.

Accounting System - Is the Member Status Configured to be updated to Email Marketing?

It's possible that the member status to be used in a segment was excluded from the original accounting system setup with email marketing. For details see How to Filter Members from the Export Utility


Did the Export complete successfully?

Member information from the club's accounting system, should be configured to run once a day automatically as an export to update information into the email marketing module.

  • If there are any concerns that the contact information is not updating correctly or the club would like the information to update sooner, please contact web support.
  • After the export is completed successfully, it is recommended to refresh the segment before viewing the number of contacts in a segment. 

 

Manage a Segment

After a segment has been created, it can be edited, contacts can be refreshed, copied or deleted if no longer needed.

Edit Segment

To view or make changes to the segment criteria that is set up.

  1. Log in to website and access Email Marketing Module.
  2. Select Lists and Segments > Segments from the left navigation.
  3. Select checkbox beside name of segment.
  4. From the action bar at the top, click Edit.
  5. Make any changes to the filters within Step 1 Define Segment 
  6. Click Next.
  7. Make changes to the segment name or description.
  8. Click Finish to save changes.

Refresh Segment 

The Last Updated column information does not update automatically. However, the number of contacts does recalculate before an email campaign is sent. To ensure the number of contacts in the segment table is current the segment information should be refreshed manually. 

  1. Log in to website and access Email Marketing Module.
  2. Select Lists and Segments > Segments from the left navigation.
  3. Select checkbox beside name of segment.
  4. Within the Segment Properties box on the right, information for a segment will display after the checkbox beside a segment name is selected.
  5. Click Two arrows going in a circle, this will update the last run date and time and recalculate the number of contacts in the segment properties box, but it still won't change the date in the Last Updated column.

Copy Segment 

Instead of starting a new segment from scratch, the copy button could be used when trying to create segments that are similar and only require changing a few criteria.

  1. Log in to website and access Email Marketing Module.
  2. Select Lists and Segments > Segments from the left navigation.
  3. Select checkbox beside name of segment.
  4. From the action bar at the top, click Copy.
  5. A new segment will be found in the table, it will have the same segment name with hyphen 1 added (Example: All Female Members - 1). 
  6. Follow the Edit Segment steps found above to make necessary changes to the copied segment.
 

Delete Segment

When a segment is no longer required it can be deleted from the Segments table. When a Segment is deleted, the contacts are not deleted. They are still eligible to be part of other segments and lists. Only the criteria will be deleted and the segment will no longer be found in the segment table. 

  1. Log in to website and access Email Marketing Module.
  2. Select Lists and Segments > Segments from the left navigation.
  3. Select checkbox beside name of segment.
  4. From the action bar at the top, click Delete.
  5. A green bar will appear at the top temporarily advising the segment has been deleted. 
    • If the segment was deleted in error, select the UNDO link in the green bar before it disappears in a few seconds.
    • Once the green bar with the undo link has disappeared the segment will be deleted permanently. Administrators will have to start from scratch to recreate the segment.

 

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