Segments
A segment is a named group of contacts. Build one from rules (everyone who attended a webinar and clicked its offer, everyone with a lead score of 50 or more) or pick its members by hand. Use segments to qualify leads, export contact lists, email a group, and keep lists in Newsman Marketing up to date.
Access: admins and marketers can create, edit, evaluate, export, sync and delete segments and manage their members. Moderators and staff can view segments and their members.
Manual and rule-based segments
| Type | Who's in it | How it changes |
|---|---|---|
| Rule-based | Every contact who matches the segment's rules. | RestartiX re-checks the rules automatically in the background, adding contacts who now match and removing those who no longer do. You can also re-check on demand with Evaluate Rules. |
| Manual | The contacts you add. | Only when you add or remove members. Manual segments are never re-evaluated. |
A segment's type is set when you create it: add at least one rules group and it's rule-based; leave the rules empty and it's manual. You can't change the type later.
Go to Segments in the sidebar to see all your segments, newest first, with their description, type (Rule-based or Manual), number of members and creation date. A green Newsman badge marks segments that sync to Newsman Marketing. Click Load More to see more, and click a segment to open it.
Create a segment
- Go to Segments and click Create Segment.
- Enter a Name (required) and, optionally, a Description.
- If your organization has set up Newsman Marketing, you can turn on Sync to Newsman Marketing. See Sync to Newsman Marketing.
- For a rule-based segment, click Add Rules Group and build your rules (see Build rules). For a manual segment, skip this step.
- Click Create Segment.
A new rule-based segment starts empty. Open it and click Evaluate Rules to fill it straight away, or wait for the next automatic evaluation.
TIP
If saving fails with Failed to create segment., check that every condition has its required fields filled in. Most conditions need a webinar, and Poll Vote needs a specific poll.
Build rules
Rules are made of conditions, organized in groups.
- Click Add Rules Group. The new group (Group 1) starts with one condition.
- Pick a condition type from the list and fill in its fields. The list is searchable and grouped by category; see Rule types.
- Click Add Condition to add more conditions to the group.
- Click Add Rules Group again to add another group.
To remove a condition, click the trash icon at the end of its row. Removing a group's last condition removes the group; with more than one group, each group also has its own trash icon.
Combine conditions with AND and OR
There are two levels of logic:
- Within a group, the pill between two conditions shows how the group's conditions combine. Click it to switch between AND (the contact must match every condition) and OR (any condition is enough). One setting applies to the whole group. New groups start with OR.
- Between groups, the larger pill between two groups shows how the groups combine. Click it to switch between AND (the contact must match every group) and OR (any group is enough). One setting applies to all groups. It starts as AND, and the line under the groups spells it out, for example "Contact must match ALL of the 2 groups above".
You can't nest groups inside groups. To express "(A or B) and (C or D)", make two groups set to OR and combine the groups with AND.
How conditions match
- Each condition is checked on its own against the contact's whole history with your organization. Conditions in the same group don't have to be met in the same session or registration: "attended webinar X" AND "clicked the offer in webinar X" matches someone who attended one session and clicked the offer in another. To tie conditions to one session, pick that session in each condition.
- There's no date range. A contact who attended a webinar a year ago still matches Webinar Attended for it.
- Conditions in the Behavioral (consent required) category, Shared Webinar, Brought Referral and Minimum Lead Score only ever match contacts who gave behavioral tracking consent, because those interactions are only recorded with that consent.
- Contacts whose processing is restricted are never added to a rule-based segment, whatever the rules say.
Rule types
Every condition you can use in a rule, by category. "Optional" fields narrow the match when you fill them in; left empty (Any session, Any mode and so on), they match everything.
Registration
| Condition | Fields | Matches contacts who… |
|---|---|---|
| Webinar Attended | Webinar; optional session; optional mode (Pre Show, Live, Replay, Evergreen) | Have a registration for the webinar marked attended, meaning they opened the session room at some point. The mode is how they joined most recently: someone who joined live and later came back for the replay matches Replay, not Live. To find everyone who joined in a given phase, use Webinar Joined. |
| Webinar Registered | Webinar; optional session | Registered for the webinar (or session), whatever happened next, including registrations that were later canceled or marked no-show. |
| Webinar Not Registered | Webinar; optional session | Have no registration of any kind for the webinar (or session). A canceled registration still counts as registered here. This matches every other contact in your organization, including people who only ever filled in a funnel form. |
| Webinar No Show | Webinar; optional session | Registered but never joined. Registrations are only marked no-show after the Featured Until time of the webinar's last session has passed, so this condition matches nobody until then. See Contacts. |
| Consents | Consent type; optional policy version (Any version or Version 1.0); optional webinar | Currently hold that consent: granted and not withdrawn. Consent types: Data Processing, ToS Acceptance, Marketing Emails, Behavioral Tracking, WhatsApp Notifications, WhatsApp Marketing, SMS Notifications, SMS Marketing. Consents apply to your whole organization, so the webinar field doesn't narrow the match; choosing one only lists the segment on that webinar's Segments tab. |
| Missing Consent | Consent type; optional policy version | Don't currently hold that consent, whether they were never asked, declined or withdrew it. |
| Minimum Lead Score | A number | Have an overall lead score at or above the number. Contacts who have never been scored don't match, even with a minimum of 0. |
| Shared Webinar | Webinar; optional session | Shared the webinar using a share button. Needs behavioral tracking consent. |
| Brought Referral | Webinar; session (leave as Any session) | Had someone register through their share link. Needs behavioral tracking consent. Referrals aren't tied to a session, so choosing a session never matches. |
Behavioral (consent required)
Each of these needs a webinar and accepts an optional session.
| Condition | Extra fields | Matches contacts who… |
|---|---|---|
| Webinar Joined | Optional mode (Pre Show, Live, Replay, Evergreen) | Joined the session room. With a mode, joined at least once during that phase. |
| Poll Vote | Poll (required); optional option | Answered the poll. With an option, chose that option. You must pick a specific poll: Any poll can't be saved. |
| Offer Clicked | None | Clicked the webinar's offer. Each webinar has one offer, so there's no offer to pick. |
| Chat Message | None | Sent at least one chat message. |
| Chat Reply | None | Replied to a chat message. |
| Chat Keyword Match | Optional keyword | Sent a message containing a keyword from the webinar's keyword watchlist. Pick the keyword from the list (or type it, if the webinar has no keywords yet); Any keyword matches any of them. Only keywords on the watchlist at the time of the message are recorded, so a keyword you type that was never on the list matches nobody. See Chat & Moderation. |
| Reaction | None | Sent at least one emoji reaction. |
| Feedback Submitted | None | Submitted the feedback form. See Feedback & Testimonials. |
Device, campaign, region and referral
These conditions use the details recorded when a contact entered a funnel: by submitting a funnel form, or by registering for a webinar that has a Default Funnel. The dropdown lists every value recorded so far in your organization, with how many entries have it (for example mobile (412)); if nothing has been recorded yet, it says so (for example No device data yet.). A contact matches if any of their funnel entries has exactly that value, in any funnel. See Webinar Overview & Attribution.
| Category | Condition | Matches contacts whose funnel entry has… |
|---|---|---|
| Device & Environment | Device Type | That device type, such as mobile, tablet or desktop. |
| Device & Environment | Mobile App / Web | Mobile App: an entry recognized as coming from your mobile app. Web: any other entry. A contact who used both matches both. |
| Device & Environment | Browser | That browser. |
| Device & Environment | Operating System | That operating system. |
| Campaign & Attribution | UTM Source, UTM Medium, UTM Campaign, UTM Content, UTM Term | That UTM value from the link they arrived through. |
| Regional | Country | That country code. |
| Regional | City | That city. |
| Regional | Timezone | That device timezone. |
| Referral & Click | Click Platform | That ad platform, detected from the ad click ID in their link. |
| Referral & Click | Referrer URL | That referring page address. |
| Referral & Click | Ref Source | That referral source, such as the page on your public site or in the attendee app they clicked through from. |
Contact status
| Condition | Fields | Matches contacts who… |
|---|---|---|
| Email Flagged | Yes or No | Yes: have a flagged email address. No: don't. See flagging. |
| Processing Restricted (GDPR) | Yes or No | No: every contact whose processing isn't restricted. Yes never matches, because rule-based segments always leave out restricted contacts. |
Audience type
These look at all of a contact's registrations and funnel entries and can't be tied to a specific webinar. Yes is the useful setting. No matches any contact with at least one registration or entry without that property, which is nearly everyone, so it rarely narrows a segment.
| Condition | Yes matches contacts who… |
|---|---|
| New Contact | Had a funnel entry recorded at a time when they had never registered for any of your webinars before, for example a first-time registrant. |
| New to Webinar | Registered for a webinar for the first time after having registered for a different webinar of yours. |
| Returning (Same Webinar) | Registered for a webinar they had registered for before, for example for another of its sessions. |
Funnel and automation
| Condition | Fields | Matches contacts who… |
|---|---|---|
| Entered Funnel | Funnel | Have an entry at any step of the funnel. |
| Reached Funnel Step | Funnel; step | Have an entry at that step. |
| Waitlist Entry | Webinar | Joined the webinar's waitlist, through an automation triggered by Waitlist form submitted for that webinar. |
Evaluate a rule-based segment
RestartiX re-evaluates every rule-based segment automatically in the background. Each evaluation adds contacts who now match and removes members who no longer match. Admins can see the schedule, and run an evaluation of all segments immediately with Run Now, under Evaluate Segments in Settings → Background Jobs.
To evaluate one segment now, open it and click Evaluate Rules. A message reports how many contacts were added and removed, for example "Evaluation complete: 12 added, 3 removed."
Evaluate a segment after you create it or change its rules: saving doesn't evaluate it.
Edit a segment
- Open the segment and click Edit.
- Change the Name, Description, Sync to Newsman Marketing or the rules.
- Click Save Changes, then Evaluate Rules if you changed the rules.
WARNING
- The rule builder also appears when you edit a manual segment, but rules saved on a manual segment are never applied. To use rules, create a new segment.
- Don't remove every rules group from a rule-based segment. It stays rule-based but stops updating automatically, and clicking Evaluate Rules then removes all its members.
Add and remove members
Add members to a manual segment
- Open the segment and click Add Member.
- Enter the contact's complete email address and click Search (or press Enter).
- Click Add next to the contact.
Adding someone who's already a member has no effect. You can only add members to manual segments.
To add many people at once, ask a question in Ask that returns a list of people and click Create segment. This creates a new manual segment with the contacts in the result; a result that hit Ask's row limit only includes some of the matching people. The segment is a snapshot: its membership doesn't change as new data arrives.
Remove a member
On the segment's page, click the trash icon on the member's row. There's no confirmation step.
You can remove members from any segment, but in a rule-based segment the contact is added back at the next evaluation if they still match the rules. To keep someone out for good, change the rules.
Read a segment
The segment page shows its type and how many members it has:
- mailable and total: how many members can be emailed, out of all members. A member is mailable when their email isn't flagged and their processing isn't restricted. Mailable doesn't depend on marketing consent.
- flagged: members whose email is flagged. Small chips below break them down by reason; hover a chip for its meaning. The reasons are bounced (hard bounce or rejection), inactivated (deactivated by Newsman for inactivity), spam (spam complaint), unloadable (Newsman couldn't load the subscriber), global opt-out (opted out of all mail at Newsman), other (any other reason) and unknown (no reason recorded, typically a flag set by hand).
- GDPR restricted: members whose processing is restricted.
The Members card lists the 50 most recently added members; the counts above cover the whole segment. Use All, Mailable or Flagged to filter the list (Flagged also shows restricted members). Each row shows a shortened hashed ID for the contact (click it to open the contact), any flag or restriction badge, when they were added, and how many webinars they've registered for.
A contact's own page lists every segment they belong to; see Contacts.
Export a segment
- Open the segment and click Export.
- The Export contacts dialog shows the number of Mailable contacts. If some members are flagged, tick Also include … flagged contacts to include them too. They're not recommended for sending.
- Check the Will export count and click Export CSV.
You get a CSV file with an email,name header and one row per contact. Commas and line breaks in names are replaced with spaces. The file is named after the segment and what it contains, for example hot-leads-mailable-120.csv or hot-leads-with-flagged-134.csv.
The export always leaves out contacts whose processing is restricted, and contacts with no email address on file. It doesn't check marketing consent: make sure you have a lawful basis before you use the list for marketing. If there's nobody to export, you see No contacts to export.
WARNING
The file contains plain email addresses and names. Once downloaded, it's outside the platform's retention and deletion controls, so store and delete it in line with your privacy policy.
Sync to Newsman Marketing
If your organization uses Newsman Marketing, RestartiX can keep a Newsman segment in step with a RestartiX segment.
To link a segment, turn on Sync to Newsman Marketing when you create or edit it. RestartiX creates a Newsman segment with the same name in your Newsman list and links the two; linked segments show a green Newsman badge in the segments list. Admins can also link existing Newsman segments under Segment Mappings in Settings → Integrations. Turning the toggle off removes the link; the Newsman segment and its subscribers stay in Newsman.
TIP
If the Newsman badge doesn't appear after you save, the Newsman segment couldn't be created and the segment isn't linked. Check the Newsman Marketing settings under Settings → Integrations.
Only members who hold Marketing Emails consent, whose email isn't flagged and whose processing isn't restricted are synced. On each sync, RestartiX:
- adds eligible members to the Newsman segment. Addresses that are new to your Newsman list go through a bulk import that Newsman processes in the background.
- reactivates addresses that Newsman deactivated for inactivity, when the contact still holds marketing consent
- respects unsubscribes made in Newsman: the contact isn't re-subscribed, and their marketing-email consent is withdrawn in RestartiX
- flags addresses that Newsman reports as bounced, spam or opted out
- removes subscribers from the Newsman segment who are no longer eligible
Syncing runs automatically in the background for every linked segment. To sync one segment now, open it and click Sync to Newsman (shown when the segment is linked). A summary reports how many members are in Newsman and how many are eligible, then how many were added, re-subscribed, bulk scheduled or removed, skipped as bounced, or skipped because contact details were missing.
Newsman limits how many requests it accepts per minute, so a large segment can take several runs. If you see Newsman sync partial — hit rate limit, the next scheduled run continues where this one stopped.
Email a segment
When Newsman Marketing is set up, admins and marketers can send a one-off email to a segment's mailable members with Send email on the segment page. See Segment Broadcasts.
Segments on a webinar
Webinars → (your webinar) → Segments lists the segments whose rules mention that webinar in any condition, with their type, member count and creation date. Click a segment to open it. The webinar's Overview tab shows the same count on its Segments card.
A segment is listed here because of its rules, not its members. Manual segments normally aren't listed, since they have no rules, and a segment that mentions the webinar only in a Consents condition is listed even though that condition doesn't depend on the webinar.
Delete a segment
- Open the segment and click Delete.
- Confirm.
Deleting removes the segment and its member list. The contacts themselves aren't affected. This can't be undone.
Unlink Newsman first
Deleting a segment doesn't remove its Newsman link. The next automatic sync then treats the segment as empty and removes every subscriber from the linked Newsman segment. Turn off Sync to Newsman Marketing, or remove the mapping under Settings → Integrations, before you delete a linked segment.
What's recorded in the audit log
These segment actions are recorded in the audit log:
- creating, editing and deleting a segment
- evaluations, both when you click Evaluate Rules and automatic ones that changed the membership, with how many contacts were added and removed
- opening a segment's member list
- adding and removing members, including adding many at once from Ask
- exports, with how many contacts were exported and whether flagged contacts were included
- syncing to Newsman with Sync to Newsman, with the result
- emails sent to the segment