Organizing your Contacts with Segments

Segments help you group your contacts so you can send the right message to the right people. Instead of sending the same email to everyone, you can target specific groups based on who they are or how they’ve interacted with you.

This saves time, reduces mistakes, and helps you send more relevant communications, so your emails feel more personal and perform better.

What is a Segment?

A segment is a filtered group of contacts that meets specific conditions.

For example, you might create segments for:

• Customers in a specific location
• Contacts who opened a recent campaign
• Leads added in the last 30 days

Segments update automatically as your contact data changes, so you always have an up-to-date audience without needing to rebuild lists.

Why Use Segments?

Using segments helps you:

• Send more relevant emails by targeting specific groups
• Save time by reusing filtered audiences instead of creating lists manually
• Reduce errors by avoiding sending emails to the wrong contacts
• Stay organized as your contact database grows

Creating Segments in Transpond

You can create segments directly in Transpond using filters based on your contact data and activity.

To create a segment:

1. Go to Contacts
2. Click Segments
3. Select Create Segment
4. Choose the conditions you want to filter by (e.g. tags, activity, fields)
5. Save your segment

Once saved, your segment will automatically update as contacts match (or no longer match) your criteria.

Copying a Segment

If you need a similar segment, you can copy an existing one and adjust the filters instead of creating it from scratch.

To copy a segment:

1. Go to Contacts
2. Click Segments
3. Click the three dots to the right of the segment
4. Select Copy Segment

This is useful when creating variations of a segment or working with complex filters.

Using Segments in Campaigns

After creating a segment, you can use it when sending emails.

To send to a segment:

1. Create or open a campaign
2. When choosing recipients, select your saved segment
3. Continue building and sending your campaign

This ensures your message reaches only the people it’s relevant to.

Working with Segments from Capsule

If you use Capsule, you can also use your saved Capsule lists as segments in Transpond.

This allows you to:

• Keep your segmentation in one place (Capsule)
• Automatically use those segments in your email campaigns
• Avoid duplicating effort across systems

How it works:

• Create and save a list in Capsule
• That list becomes available as a segment in Transpond
• Select it when choosing recipients for your campaign

Any updates in Capsule will be reflected when you use the segment in Transpond, helping you keep everything aligned without manual updates.

Choosing the Right Approach

You can use:

• Transpond segments for email activity and marketing-specific filters
• Capsule lists for CRM-driven grouping and sales data

Many teams use both, depending on where their data lives and how they prefer to manage contacts.