Tags and segments are powerful organizational tools in SalesSheet.ai. Tags let you label contacts with keywords for quick categorization, while segments use sophisticated filters to create dynamic groups based on any combination of contact attributes, activities, and custom fields.
Tags vs. Segments: What's the Difference?
Understanding when to use tags versus segments helps you organize contacts effectively.
Tags are for:
- Manual categorization: You apply tags to contacts one-by-one or in bulk
- Simple labels: "VIP", "Trade Show Lead", "Webinar Attendee", "Competitor"
- Static grouping: Tags stay until you remove them manually
- Quick visual markers: See tags at a glance on contact cards
Segments are for:
- Automatic grouping: Contacts are added/removed based on criteria
- Complex logic: "Enterprise contacts in California with no activity in 30 days"
- Dynamic updates: Segment membership changes as contact data changes
- Analysis and reporting: Track how many contacts meet certain criteria over time
You can use both together. For example, tag contacts as "Trade Show" when you meet them, then create a segment of all tagged "Trade Show" contacts who haven't been contacted in 7 days for follow-up.
Creating and Applying Tags
Tags are simple to create and apply to contacts, either individually or in bulk.
Creating tags on the fly:
- Open any contact detail page
- Click in the "Tags" field
- Start typing a tag name
- If the tag exists, select it from the dropdown
- If it's new, press Enter to create and apply it
- The tag is now created and can be reused on other contacts
Applying tags in bulk:
- Go to the Contacts list
- Check the boxes next to contacts you want to tag
- Click "Add Tag" in the bulk actions toolbar
- Select an existing tag or create a new one
- Click "Apply" to tag all selected contacts
Using AI to tag contacts:
- Ask the AI: "Tag all contacts from Acme Corp as 'Enterprise'"
- Or: "Add the 'Hot Lead' tag to Sarah Johnson"
- The AI can apply tags based on criteria you describe
Tag naming best practices:
- Keep tags short and descriptive: "VIP" not "Very Important Person"
- Use consistent naming: decide on "Webinar-Q1" vs "Q1 Webinar" and stick to it
- Don't over-tag - too many tags become meaningless
- Consider using prefixes for categories: "Source: Referral", "Source: Website"
Managing Tags
Keep your tag system organized as your database grows.
Viewing all tags:
- Go to Settings → Tags
- See a complete list of all tags with usage counts
- Sort by most used, recently created, or alphabetically
Renaming tags:
- In Settings → Tags, click on any tag name
- Edit the name
- All contacts with this tag will automatically show the new name
Merging duplicate tags:
- If you have "Trade Show" and "TradeShow" as separate tags
- Select both tags in Settings → Tags
- Click "Merge Tags"
- Choose which name to keep
- All contacts with either tag will now have the merged tag
Deleting tags:
- Click the trash icon next to a tag
- Confirm deletion
- The tag is removed from all contacts (contacts are not deleted)
Building Segments with Filters
Segments let you create sophisticated groups based on any combination of contact data.
Creating a segment:
- Go to the Contacts list
- Click "Add Filter" above the list
- Choose a field to filter by (company, tag, custom field, etc.)
- Select a condition (equals, contains, greater than, etc.)
- Enter the value to match
- Add additional filters as needed
- Click "Save as Segment" and give it a name
Available filter conditions:
- Text fields: equals, contains, starts with, ends with, is empty
- Number fields: equals, greater than, less than, between
- Date fields: equals, before, after, in the last X days, in the next X days
- Dropdowns: is, is not, is any of
- Tags: has tag, doesn't have tag, has any of, has all of
Combining filters with AND/OR logic:
- AND logic: Contact must match ALL filters (default)
- OR logic: Contact matches ANY filter
- Click "Advanced" to switch between AND/OR or create complex nested logic
- Example: (Industry = "Software" OR Industry = "SaaS") AND (Employee count > 100)
Using Segments for Bulk Actions
Once you've created segments, you can take action on the entire group at once.
Actions you can perform on segments:
- Bulk email: Send a campaign to everyone in the segment
- Apply tags: Add tags to all contacts in the segment
- Update fields: Change a field value for all contacts
- Export: Download segment members as CSV
- Assign owner: Assign all contacts to a team member
- Add to sequence: Enroll segment in an automated email sequence
How to perform bulk actions:
- Open a saved segment from the Contacts view dropdown
- Click "Select All" to select all contacts in the segment
- Choose an action from the bulk actions toolbar
- Configure the action details
- Review the preview showing how many contacts will be affected
- Click "Apply" to execute the action
Example segment use cases:
- "Inactive Leads": Last contacted > 30 days ago + Lead status = Open → Send re-engagement email
- "Enterprise Prospects": Company size > 500 employees + No deal → Assign to enterprise sales rep
- "Renewal Soon": Contract end date in next 60 days → Tag as "Renewal" and create follow-up task
- "High Value Engaged": Lead score > 80 + Opened email in last 7 days → Add to demo request sequence
Smart Segments and Activity-Based Filters
Advanced segments can filter based on activity history and engagement patterns.
Activity-based filters:
- Last contacted date (before/after specific date, in last X days)
- Number of emails sent/received
- Number of calls logged
- Has/hasn't opened emails
- Has/hasn't clicked email links
- Has/hasn't attended meetings
Engagement segments examples:
- "Email engaged": Opened email in last 14 days
- "Cold contacts": No activity in last 90 days
- "Active conversations": Received email from contact in last 7 days
- "Meeting attendees": Attended meeting in last 30 days
Combining data and activity:
- Industry = "Healthcare" AND Opened email in last 7 days
- Lead score > 70 AND No call logged
- Tag = "Trade Show" AND Last contacted > 5 days ago
Consejo Pro
Create a segment for each stage of your sales process, then save them as permanent views. For example: "New Leads (Uncontacted)", "Qualified (Needs Follow-up)", "Demo Scheduled", "Proposal Sent". Check these segments daily as part of your routine. This creates a kanban-style workflow using segments instead of a traditional pipeline view, which works great for contact-centric sales processes.
Qué Esperar
After setting up tags and segments, you should see:
- Tags appearing as colored labels on contact cards and in lists
- Segment counts updating in real-time as contacts meet or stop meeting criteria
- Saved segments appearing in the view dropdown for quick access
- The ability to filter contacts by tags using the tag filter
- Bulk action toolbars enabling actions on selected contacts or entire segments
- Export files containing segment membership data
Solución de Problemas
My segment count seems wrong. Why doesn't it match what I expect?
First, review each filter in the segment to ensure the logic is correct. Common issues: using AND when you meant OR (AND is more restrictive), date filters being off by one day, or case-sensitive text filters not matching. Click into the segment to see the actual contacts and compare them to your expectations. You can also try rebuilding the segment step-by-step, adding one filter at a time and checking the count after each addition to see where it diverges from your expectations.
Can I create a segment of contacts who have a specific tag?
Yes, absolutely. Create a new filter, choose "Tags" as the field, select "has tag" as the condition, and pick the tag name. This combines the simplicity of tags with the power of segments - you can add additional filters to further refine the group. For example: has tag "Webinar" AND Company size > 100 employees.
I tagged a bunch of contacts by mistake. How do I remove the tag from all of them?
Create a segment filtering for that specific tag, select all contacts in that segment, then use the bulk action "Remove Tag" and choose the tag you want to remove. This will strip the tag from all selected contacts at once. Alternatively, if you want to completely delete the tag from your system, go to Settings → Tags and delete it - this removes it from all contacts.
How do I create a segment for contacts I haven't emailed in the last month?
Create a filter with: "Last email sent" → "more than X days ago" → enter "30". This will show all contacts who haven't received an email from you in over 30 days. You can refine this further by adding filters like "Lead status = Open" to exclude closed/lost leads, or "Owner = Me" to see only your contacts. Save this as a segment called "Needs Follow-up" for regular checking.