Segments allow you to segment and view your data/records quickly and efficiently to support you in your day to day needs. You can create and save dynamic sets of records based on contacts, members, events, teams and other compatible resource types. Once set up your segments sit in the background and update dynamically, meaning each time you come back to them you will have accurate data to work with and organise your jobs from.

Out of the box we ship your flock with some useful segments for some of the most common collections of records to help with your day to day tasks. Such as all active members or lapsed members within the grace period for example. With child segments to help you dive a bit deeper such as unpaid active members.

​Your current segments can be found in the sheep settings section. Go to settings.sheepcrm.com and log in to your CRM user account if not already. From the settings section, click on the segments option to view your existing segments.

1. Go to Settings > General > Segments

2. Click 'Add Segment' button on the right. This will bring up the side panel.

3. Set the Segment name. Enter a name for the segment. This will be used to select the segment in sheepCRM.
4. Add a description. Enter a brief description or explanation of the segment to help other staff users when using the segment and data inside.
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5. Select a resource type. Select the type of data that the segment should include. Generally, you want to consider the resource type, as the area will be refined based on user experience so please let us know if you are unsure what to select.

Examples of segments and their type are:

A list of resource types is detailed below with the most common resources in bold.

In our use case we want all active members with a specific membership plan so we will select membership as our resource as it refers to memberships, we are not selecting contact because we want membership records not just contact records.

6. Select a parent segment - You don't have to select a parent segment but it can help you organise and nest segments for a faster workflow and enabling you to browse up and down through parent and child segments.

In our example we will select a parent segment, the out of the box segment 'Active' already gives us a segment based on active members so it makes sense to select this.

7. View context - Optionally, additional context can be set to change the options available when viewing the resource type in the segment. For example, adding the form's context will include any applications/submissions the resource type has.

In our example we will want membership information so we will select membership.

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8. Mailchimp sync - If you use Mailchimp and want to sync your new or existing segment, then toggling this on will create a matching segment of contacts in Mailchimp that can be used in email campaigns. For more information please see Mailchimp FAQ.
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9. Rules - Rules define and narrow down what records you want to include in your segment based on your earlier choices. Each rule is broken up into a field, operator and value. Multiple rules can be added to create a more specific sub-set of records.
Select an initial rule, select a function and the corresponding value.​

In our example we want all active members with a specific membership plan, to do this we will want to select the rule Active membership plans, then any of and the membership plan or plans you want to include. In our example we want all Artist Memberships.

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⚡ You could expand on this segment even further, let's say for example you wanted all the people that joined in the previous year and are still currently active members. You could add the rules, Earliest Membership Date and then set the on or after and on or before dates to fit that year.
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Finish and save your segment by hitting the Add button at the bottom.

Whilst in Settings>All Settings>scroll down and select Segments. A list will be displayed. Find the Segment you wish to clone/copy and select the copy icon from the right hand side of the Segment name, it looks like this:

A new window will display allowing you to complete all required fields that reflect your needs.

Common use cases for creating additional segments can be:

✔️ Viewing active members by membership type

✔️ Aggregating all your team members across multiple teams

✔️ Creating a segment of members which you want to sync with Mailchimp

You can now view your segment from Segments. As you can see the segment we created is nested inside the Active parent segment, see the breadcrumb links above the folders. You can also quickly navigate the folders to other child segments within the parent.
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