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Segments Overview

This guide provides an overview of creating and using segments in SendSquared. Segments allow you to create targeted lists for email marketing, one-off communications, or internal CRM purposes.

Getting Started with Segments​

To access segments, navigate to:

Audience → Segments

Segments allow you to set parameters to find specific categories of contacts. They reference all contacts in your SendSquared account, not just reservations. Segments can be simple or complex depending on your needs—from finding contacts with a specific reservation type to adding multiple conditions to target a very specific group.

Planning Your Segments​

Before creating a segment, it's helpful to write down what you're trying to accomplish. For example:

"I want to find people arriving between April 1st-April 30th that have not canceled and have a reservation type of owner."

This planning helps you determine which conditions to add and what logic type to use.

Understanding Segment Types​

SendSquared offers various condition types for building segments. Below is an overview of the main categories. For a comprehensive list of all available conditions, operators, and value types, see the Condition Model for Segments and Automations.

Property Segments​

Property segments reference contact properties such as:

  • First name
  • Last name
  • Address
  • Email
  • Phone number

Example Use Case: Drive-in marketing for last-minute openings, targeting people within a specific driving radius by postal code.

Reservation Segments​

The most common segment type, referencing all reservations from your PMS system:

  • Arrival/departure dates
  • Number of nights
  • Occupants
  • Future reservations
  • Unit information
  • Reservation type
  • Cancellation status

Segment Type​

This allows you to reference other segments you've already built. For example:

  • "Is in segment" conditions
  • "Is not in segment" conditions

This helps you build on existing segments without duplicating conditions.

SMS Type​

Identifies contacts based on SMS conversations or when texts were received.

SMS Opt​

Finds contacts who have opted in or out of specific SMS numbers.

Tag Type​

Locates contacts with specific tags that you've manually applied.

Lead Type​

Helps categorize leads based on information in SendSquared:

  • Lead status (follow-up, closed, etc.)
  • Lost reasons
  • Lead types

For detailed information on all available condition fields, operators, and value types for each segment category, refer to the Condition Model Reference.

Understanding Logic Types​

Logic types determine how conditions relate to each other:

AND Logic​

  • Used when contacts must meet ALL conditions
  • Example: "Find contacts arriving after April 1st AND before April 30th"

OR Logic​

  • Used when contacts can meet ANY of the conditions
  • Example: "Find contacts in postal code 12345 OR postal code 67890"

Logic Blocks​

  • Conditions in the same block are connected with the same logic type
  • Different blocks are connected with AND logic
  • Organize related conditions in the same block for clarity

Building a Segment Example​

Let's build the example segment mentioned earlier:

  1. Block 1: Arrival Date Range (using AND logic within the block)

    • Condition 1: Reservation arrival is greater than or equal to April 1st
    • Condition 2: Reservation arrival is less than or equal to April 30th

  2. Block 2: Not Canceled

    • Condition: Reservation canceled is Null

  3. Block 3: Reservation Type

    • Condition: Reservation type equals Owner Time (or whatever value your PMS uses)

  4. Save and Name Your Segment

    • Use a descriptive name like "April 1-30 Owner Time"

Segment Processing​

After saving a segment:

  1. The system will show "Loading" while it scans all contacts
  2. Processing time varies from seconds to 15 minutes depending on complexity
  3. Refresh your screen to see the completed segment and contact count

Common Segment Use Cases​

  • Return Stay Marketing: Has future reservation equals false
  • Unit-Specific Communication: Reservation unit equals [specific unit]
  • Lead Follow-up Management: Lead status equals follow-up
  • Drive Market Targeting: Contact postal code is in [list of zip codes]
  • Lost Lead Recovery: Lead lost reason equals "too expensive"

Important Notes​

  • Segments are dynamic and refresh approximately every 15 minutes
  • Contacts automatically enter or leave segments as they meet or no longer meet conditions
  • Reference your PMS exactly as values appear there (e.g., "Owner Time" vs. "O")
  • If you change unit names in your PMS, update them in SendSquared as well

Best Practices​

  • Start simple and experiment with different segment types
  • Use clear, descriptive naming conventions
  • Build segments in advance of when you'll need them (allow processing time)
  • Regularly review your segments to ensure they're still relevant
  • Use segments as building blocks for more complex targeting

For a complete reference of all available segment conditions, operators, and value types, see the Condition Model for Segments and Automations.

For additional help with segments, contact support@sendsquared.com