Your customer list can be sub-categorized in many different ways. Whether you are looking for clients that have taken a specific class with you, have a subscription to a given membership, or have available service credits on their profile, custom segments allow you to easily gather lists of clients whose profiles meet your chosen criteria.
In this guide we will explore everything you need to know to make the most out of the custom segments functionality.
Locating Custom Segments
Custom segments allow you to easily search through your client data for customers that meet a variety of different criteria. As such, this functionality is located through your Customers Index. To reach your custom segments, first select the "Customers" icon in the left-hand menu bar.
From there, locate "Segments" at the bottom of the Customers submenu.
By default, your account will include an "Active Customers" list saved under Segments. Once you have saved one or more custom segments those will likewise be listed in the Segments subsection. Selecting any saved segment opens that list of clients.
The top of any segment page displays the criteria by which customers are being filtered, followed by a list of clients matching the chosen filter(s). Customers are listed with their name, pet(s), email & phone number, lifetime value (total of all processed payments), tags, memberships, number of upcoming bookings, the date on which their profile was last updated, and the date on which their profile was created. Selecting a client opens their profile page.
When filtering by pet criteria clients will be listed only with those pets fitting the chosen filters. i.e. Even if the client has three pets, if only one matches the criteria, only that pet will be listed.
This is likewise true for membership subscriptions. Only those memberships matching the chosen criteria will display on the list, even if the customer has other memberships on their profile.
Building Custom Searches
The Segments page allows you to build custom search criteria to filter your client list. To build a custom search, locate the "Find clients where" section at the top of the Segments page.
The filter(s) listed will default to the setting for the saved segment you have selected. i.e. If you have selected your "Active Customers" segment the filter will be set to Booking: Start Date: Less Than: 30 Days Ago.
Criteria Options
Use the drop-down menus to adjust the search criteria, working from left to right. The tables below outline the different options available based on the value chosen for the left-most field. The left column in each table lists the resulting centre field options and the right column lists the associated right-most field options for each.
Booking
Values related to bookings for which the client has been registered.
Service | is, is Not (any service/series) |
Provider | is, is Not (any user) |
Secondary Provider | is, is Not (any user) |
Service Type | is, is Not (Training, Boarding, Grooming, Daycare, Other) |
Booking Type | is, is Not (Individual or Group) |
Start Date | On, Before, After, Less Than, More Than |
End Date | On, Before, After, Less Than, More Than |
Cancelled | is True, is False |
Series | is True, is False |
Recurring | is True, is False |
Location | is, is Not (any default or custom location) |
Facility | is, is Not (any facility) |
Boarding bookings are the only type of booking that can span across multiple days. For all other booking types, the system will treat the "Start Date" and "End Date" as the same value, since they take place on a single day.
Client
Values related to information on the customer's profile.
First Name | Contains, Does Not Contain, Equals, Does Not Equal |
Last Name | Contains, Does Not Contain, Equals, Does Not Equal |
Contains, Does Not Contain, Equals, Does Not Equal | |
Phone | Contains, Does Not Contain, Equals, Does Not Equal |
Prospect | is True, is False |
Created Date | On, Before, After, Less Than, More Than |
Tag | is, is Not (any custom tag) |
Booking Disabled | is True, is False |
Active | is True, is False |
Unsubscribed from Email | is True, is False |
Unsubscribed from SMS | is True, is False |
Custom Client Fields | (options vary depending on field type, excludes address, file attachment, large text, and time fields) |
When using Client: Phone: Equals or Does Not Equal search criteria must be formatted as a string of only numbers including the country code and preceded by +. Any other formats will prevent the system from properly matching to customer data.
i.e. +15152345678
Credit
Values related to service, add-on, and cash credits on client profiles.
Service | is, is Not (any service) |
Type | is, is Not (Service or Cash Credit) |
Pending | is True, is False |
Available | is True, is False |
Expired | is True, is False |
Invoice
Values related to invoices associated with client profiles.
Amount | Equals, Greater Than, Less Than |
Package | is, is Not (any package) |
Created Date | On, Before, After, Less Than, More Than |
Paid Date | On, Before, After, Less Than, More Than |
Payment State | is, is Not (Draft, Unpaid, Paid, Partially Paid, Refunded, No Charge, Uncollectable, Cancelled) |
Membership
Values related to membership subscriptions on client profiles.
Type | is, is Not (any membership) |
Created Date | On, Before, After, Less Than, More Than |
Payment Frequency | is, is Not (One Time, Weekly, Monthly, Quarterly, Semi Annual, Yearly) |
State | is, is Not (Active or Inactive) |
Pet
Values related to the client's associated pet profile(s).
Name | Contains, Does Not Contain, Equals, Does Not Equal |
Breed | Contains, Does Not Contain, Equals, Does Not Equal |
Sex | is, is Not (Male or Female) |
Species | is, is Not (Dog or Cat) |
Tag | is, is Not (any custom tag) |
Deceased | is True, is False |
Rehomed | is True, is False |
Custom Pet Fields | (options vary depending on field type, excludes file attachment, large text, and time fields) |
Waitlist
Values related to client waitlist entries.
Service | is, is Not (any service) |
Service Type | is, is Not (Training, Boarding, Grooming, Daycare, Other) |
State | is, is Not (Waiting, Notified, Expired, Filled) |
Search results using "is Not" and/or "is False" do not exclude clients with bookings matching the chosen criteria. Instead, those selections tell the system to search for clients with any bookings for which the criteria is not/is false.
i.e. Client A has registered for both Doggy Daycare and Daycare Evaluation bookings. Searching for Booking: Service: is Not: Daycare Evaluation will result in Client A appearing on the list. This is because they have a booking for Doggy Daycare, which is not Daycare Evaluation.
Combining Criteria
The "+" button and "Add Filter Group" options can be used to include additional filters.
Selecting either option populates another criteria field.
By default, each added criteria field will populate as "And", meaning both criteria need to be true for clients to appear on the list.
Selecting "And" opens a dropdown menu with the options "And" and "Or". While "And" indicates both criteria must be true, selecting "Or" tells the system that only one of the criteria needs to be true. These can be used to combine a variety of criteria for the client list.
Use the "-" button for any additional criteria to remove it.
Note that each set of criteria will be subject the same "And"/"Or" selection.
Once you've made your selections the system will populate a list of clients matching the chosen criteria. Note that, for selections associated with a large number of clients, it may take a minute for the data to load.
Saving Custom Segmented Lists
New segments can only be saved by first selecting "Active Customers", setting the search criteria, then saving. If search criteria are adjusted for any other custom saved segments, the only option will be to update that segment.
After choosing any new set of search criteria, a green "Save" button will appear at the top-right of the Segments page.
Clicking that button opens a pop-up with a field used to name the new custom segment. It is recommended to choose as concise a name as possible to help ensure you are able to easily locate needed segments going forward. Once you have chosen a suitable name, click the "Save Segment" button.
After saving, the new segment will be listed under the "Segments" section in the Customers submenu. Select the segment's name at any time to easily access an up-to-date list of clients matching the associated search criteria.
To update a custom saved segment, select it from the submenu, adjust the search criteria, and click the "Update" button.
Any custom segment can be removed by first selecting its name from the submenu, then clicking the trash can icon at the top-right of its list page.
Exporting Segmented Data
Any custom segment data, whether from a saved segment or from unsaved search criteria, may be easily exported to a CSV file for external use. To do so, simply click the download icon at the top-right of the page.
This will prompt the system to begin a data export for the clients associated with the chosen search criteria.
Data exports can take a number of minutes to complete, depending on the amount of data included. You will need to either refresh the page or navigate away and back again to see the status update once it has completed.