If you’re spending too much time sorting and tagging accounts by hand, you’re not alone. Manual segmentation is tedious, error-prone, and honestly not a great use of your brainpower. This guide is for anyone who uses Akountify to manage accounts—whether you’re running sales, customer success, or any operation where you need to group accounts fast and reliably.
I’ll walk you through practical ways to automate repetitive segmentation tasks in Akountify. No fluff, just real steps, the occasional “watch out for this,” and a few shortcuts that save you hours.
Why Bother Automating Segmentation?
Here’s the blunt truth: Most people put off automating because “manual only takes a few minutes.” But those minutes add up. Automating segmentation:
- Cuts busywork (so you can stop playing spreadsheet whack-a-mole)
- Lowers the risk of mistakes or missed accounts
- Makes your segments consistent—which matters if you’re reporting or triggering workflows
The catch: Akountify’s automation tools are powerful, but they’re not magic. You’ll need to spend a bit of time up front to get things humming. But once you do, segmentation goes on autopilot.
Step 1: Map Out Your Segmentation Rules (Before Touching Akountify)
First, get crystal clear on how you want accounts segmented. Don’t skip this. If your rules are fuzzy, you’ll just automate a mess.
Ask yourself: - What are the exact criteria for each segment? (e.g., ARR, industry, region, lifecycle stage) - How often do these rules change? - Are you segmenting for reporting, workflow triggers, or something else?
Pro tip: Write your rules down in plain English. For example: - “Accounts with ARR over $10k and in North America = ‘Enterprise US’ segment” - “Any account with ‘trial’ in the status field = ‘Trialing’ segment”
If you can’t explain your segments to a coworker without confusion, pause here and get them nailed down. Automating bad or unclear logic will only make things worse.
Step 2: Clean Up Your Account Data
Automation is only as good as your data. Garbage in, garbage out.
Checklist: - Make sure key fields (like ARR, industry, region) are filled out for all accounts. - Fix obvious typos or inconsistent values (e.g., “Health Care” vs “Healthcare”). - If possible, set up field validation in Akountify to prevent future messes.
What to skip: Don’t get bogged down trying to “perfect” every single field. Focus on the ones your segmentation rules rely on. You can always circle back later.
Step 3: Use Akountify’s Built-In Segmentation Automation
Akountify offers built-in tools for automating segmentation—no code required. Here’s how to set it up:
3.1. Head to the “Segments” Dashboard
- In Akountify, go to the main menu and select Segments.
- Click Create Segment.
3.2. Build Your Segment Logic
- Give the segment a clear, descriptive name. (“Enterprise US” beats “Segment 1” every time.)
- Set your filter rules using Akountify’s condition builder. You can stack rules (e.g., ARR > $10,000 AND Region = North America).
- Use “OR” and “AND” logic carefully. If you’re not sure how these work, test with sample accounts first.
3.3. Enable Auto-Assignment
- Look for the “Auto-Assign” or “Dynamic Segment” option (naming may differ slightly depending on your version).
- When enabled, Akountify will automatically add or remove accounts from this segment based on your rules—no manual updates needed.
3.4. Save and Test
- Hit save.
- Spot-check by searching for accounts you expect to be included (and excluded). If something’s off, tweak your rules.
Honest take: Akountify’s UI is good, but if your rules are complex, the builder can get a little clunky. Stay organized and double-check your logic before rolling out to the whole team.
Step 4: Automate Segmentation Using Workflows (For More Complex Needs)
If you need to trigger actions (like notifications, tasks, or integrations) when an account enters a segment, use Akountify’s Workflow Automation.
4.1. Go to “Workflows”
- Navigate to Automation > Workflows.
4.2. Start a New Workflow
- Click Create Workflow.
- Choose the trigger: “When account meets segment criteria” or similar.
4.3. Add Actions
- Actions can include: tagging, sending alerts, updating fields, or pushing data to other tools.
- You can stack actions, but don’t get carried away. More steps = more places for things to break.
4.4. Test, Then Roll Out
- Use test accounts before turning it on for real data.
- Watch for edge cases (e.g., what if an account leaves the segment?).
Reality check: Workflows are powerful, but over-automating leads to chaos. Only automate what’s truly repetitive and well-defined.
Step 5: Keep Segmentation Logic Maintainable
Automations aren’t “set and forget.” You’ll need to revisit your segments and rules as your business changes.
What to watch for: - Are segments getting too granular? (If you have more segments than accounts in some cases, you’ve gone too far.) - Are people confused about what each segment means? Simplify or document. - Did someone change a field name or value in Akountify? That can break your automations—keep an eye on field consistency.
Tip: Schedule a quick review of your segmentation automations every quarter. Ten minutes now saves hours of troubleshooting later.
Step 6: Ignore the Hype—What Not To Automate (Yet)
Not everything needs automation. Here’s where manual still wins:
- One-off projects: Don’t bother automating if you’ll only run a segment once.
- Ambiguous criteria: If you’re still debating what counts as “high value,” hold off until you’re clear.
- Fields that change constantly: Automating on unstable data leads to churn and confusion.
Start with the 80/20: automate the repetitive stuff you do every week or month. Add more only when it’s clearly worth the effort.
Step 7: Monitor, Iterate, and Keep It Simple
Once your automations are live, don’t just walk away. Check in:
- Are accounts landing in the right segments? If not, dig into why.
- Are people acting on segments, or ignoring them? If a segment isn’t useful, kill it.
- Are you getting weird edge cases? Keep notes and tweak rules as you go.
Don’t overthink it. Most teams only need a few core segments automated—anything more is usually diminishing returns.
Wrapping Up: Automate What Matters, Skip the Rest
Automating segmentation in Akountify is about making your life easier, not creating a new maintenance headache. Start small, focus on the rules that actually save you time, and keep your logic as clear as possible. When in doubt, keep it simple, test before rolling out, and always be ready to change things up as your needs evolve. You’ll spend less time clicking and more time doing work that matters.