If you’re staring at a giant list of prospects and wondering how to actually make sense of it, you’re not alone. Sorting leads into buckets that make sense is the difference between a sales process that works and one that just feels like busywork. This guide is for anyone who wants to wrangle their prospect lists using Getctrl advanced filters—without getting lost in the weeds or wasting time on theory that never works in real life.
Let’s get right to it: here’s how to segment prospects in Getctrl so you can actually take action on your data.
Why Segmentation Matters (and What Usually Goes Wrong)
Before diving in, it’s worth saying: most people either overthink segmentation or avoid it altogether. If your “segments” are just a bunch of random tags or you’re filtering for the sake of filtering, that’s not helping anyone.
Effective segmentation means: - You can send the right message to the right people. - You can find your hottest leads quickly. - You don’t annoy prospects with stuff that doesn’t fit where they are.
It’s not about creating 20 complicated filters you’ll never use. It’s about making your database usable.
Step 1: Get Clear on Your Segmentation Goals
Don’t skip this. The best advanced filters in the world are useless if you don’t know what you want out of them.
Ask yourself: - Who do I actually want to find? (e.g., new leads, old contacts who ghosted, people in a specific industry) - What action do I want to take with this segment? (e.g., send an email, assign to a rep, mark as cold)
Pro tip: Write down two or three real scenarios. If you can’t describe them, you’re probably not ready to segment.
Step 2: Understand What Getctrl Advanced Filters Can (and Can’t) Do
Getctrl’s advanced filters are powerful, but they’re not magic. Here’s what works well:
- Stacking multiple conditions: Combine AND/OR logic so you can, for example, find “all SaaS CEOs in California who haven’t replied in 30 days.”
- Filtering by custom fields: Use any data you’ve captured—industry, deal stage, last activity, etc.
- Saving filters for reuse: If you find yourself running the same filter over and over, save it for one-click access.
Beware of: - Overcomplicating: If you need a paragraph to describe your filter, you probably won’t remember to use it later. - Garbage in, garbage out: If your data is messy, filters won’t fix it. Make sure your fields are consistent (e.g., “CA” and “California” shouldn’t both appear if you care about location).
Step 3: Start With Simple, High-Value Segments
You don’t need to build an elaborate filtering system on day one. Start with segments you’ll use every week.
Common, Useful Segments:
- New Leads: Prospects added in the last week or month.
- Stale Leads: No activity or response in 30+ days.
- Hot Prospects: Last contacted in under 7 days AND marked as “Interested.”
- Industry or Region: For targeted outreach—e.g., “Healthcare” or “Midwest.”
- Deal Stage: Prospects at “demo scheduled” stage.
How to set these up in Getctrl: 1. Open your prospects list. 2. Click on the “Advanced Filters” button. 3. Add your first condition (e.g., “Created Date is after [date]”). 4. Stack on more conditions as needed (e.g., “AND Status is ‘Interested’”). 5. Click “Apply,” see your results, and tweak as needed.
Tip: Don’t be afraid to keep it basic at first. If you’re not sure which fields you’ll actually use, set up a few filters and see which ones help you take action.
Step 4: Use AND/OR Logic the Right Way
This is where most people get tripped up. Here’s the difference:
- AND means all conditions must be true.
Example: “Sector is Healthcare AND Last Contacted is before 30 days ago” finds only healthcare leads you haven’t contacted in a month. - OR means any condition can be true.
Example: “Region is Northeast OR Region is Midwest” finds anyone in either region.
Practical tip: If you’re not getting the results you expect, check if you’re mixing up AND/OR. It happens to everyone.
Step 5: Don’t Ignore Exclusion Filters
Sometimes knowing who not to contact is as important as knowing who to prioritize.
Examples: - Exclude prospects who already said “not interested.” - Exclude companies you’ve recently closed or lost deals with. - Filter out competitors (yes, they’ll end up in your database).
How to do it in Getctrl: - Use the “is not” or “does not contain” options when adding filter conditions.
Pro tip: If you find certain exclusions you always apply, consider making a “Do Not Contact” segment and keeping it updated.
Step 6: Save, Name, and Revisit Your Segments
Once you’ve set up a filter you like, save it in Getctrl. Use clear names—future you will thank you.
Good segment names: - “Uncontacted SaaS CEOs (Last 30 Days)” - “Stale Midwest Prospects” - “All Open Deals – High Value”
Bad segment names: - “Test1” - “Bob’s Filter” - “Leads”
Honest advice: If you look at your saved filters and can’t remember what they do, rename or delete them. No shame in cleaning house.
Step 7: Review and Clean Up Regularly
The reality is, your filters will get stale if you never revisit them. Make it a habit to:
- Check your saved filters every month or so.
- Archive or delete segments you don’t use.
- Adjust filters as your sales process or target market shifts.
What to ignore: Don’t fall for the trap of building 20+ hyper-specific segments you never use. More isn’t better—usable is better.
Common Pitfalls (and How to Dodge Them)
Even with a good tool like Getctrl, segmentation can go sideways. Here’s what to watch out for:
- Too many filters: If you need a guidebook to remember what each segment means, you’re overdoing it.
- Unreliable data: If your fields are messy, your filters will be too. Invest some time in cleaning up your key data points.
- “Set and forget” syndrome: Your segments should evolve as your business does. If you’re still using that “2019 Leads” filter, it’s probably time to retire it.
Pro Tips for Getting More Value (Without More Complexity)
- Test before acting: Apply your filters and actually look at the results. Sometimes you’ll realize your logic needs tweaking.
- Use bulk actions: Once you’ve isolated a useful segment, take action—send emails, assign owners, or update statuses.
- Share with your team: If you’re in a bigger org, saved filters can be shared. Make sure everyone’s on the same page.
- Keep notes: If you build a tricky filter, jot down what it does somewhere. Future you (or your teammates) will appreciate it.
Keep It Simple, Keep It Useful
Segmentation isn’t about showing off how many filters you can build. It’s about making your prospect list work for you, not the other way around. Start with the basics, see what actually helps, and don’t be afraid to change things up as you go. The best filters are the ones you use regularly—everything else is just digital clutter.