If you’re running a community or trying to do outreach, you’ve probably heard that “segmentation is key.” That’s true, but most people overcomplicate it or end up with segments they never actually use. This guide is for anyone who wants to use Commonroom to create segments that are actually useful—so you can focus your outreach, not just collect more data.
No fluff, no “segment everything just because you can.” Let’s get you set up for targeted outreach that’s worth your time.
Why bother with segments in the first place?
The point of segmenting in Commonroom isn’t to build fancy charts or make your dashboard look impressive. It’s about finding the right people to talk to, at the right time, for the right reason. Segments let you:
- Prioritize who gets your attention (and who doesn’t)
- Send tailored messages instead of mass blasts
- Track how different groups engage over time
If you’re not actually acting on your segments, you’re just making more work for yourself.
Step 1: Get clear on your real goals
Before you open up Commonroom, ask yourself: who do you actually want to reach, and why? Be specific. “Engaged users” or “power users” aren’t goals—they’re categories. Try these instead:
- I want to invite new contributors to an onboarding session.
- I need to follow up with folks who reported a bug but didn’t get a fix.
- I want to thank people who answer questions for others.
If you can’t use your segment to kick off an action, it’s probably too broad.
Pro tip: Write down one or two concrete actions you’ll take with each segment. If you can’t think of any, skip it.
Step 2: Map out the data you actually have
Commonroom pulls in a lot of sources—Discord, Slack, GitHub, Twitter, forums, you name it. But there’s a difference between what’s technically available and what’s actually useful for your outreach.
- Start with what’s reliable. If your Discord usernames are a mess, don’t use those as the basis for a key segment.
- Don’t obsess over missing data. You probably don’t need to match every user to a company or LinkedIn profile for your segments to work.
- Check your enrichment. If you’ve got custom fields or tags (e.g., “Beta Tester,” “Ambassador,” etc.), make sure they’re up to date.
Reality check: Chasing “perfect” data is a trap—use what’s good enough to act on now.
Step 3: Set up your first segment (the right way)
Now you’re ready to build a segment in Commonroom. Here’s how to do it without drowning in options:
- Navigate to People or Organizations. Decide if you're segmenting individuals or companies.
- Click “Create segment.” Name it something you’ll recognize a month from now. (“Warm leads: answered last month’s survey” is better than “Segment 1.”)
- Add filters that matter. Pick 2–4 criteria max. Examples:
- Posted in #introductions channel in the last 30 days
- Opened a support ticket but hasn’t posted since
- Has “Ambassador” tag AND responded to an event invite
Don’t stack up 10 filters just because you can—it makes segments brittle and hard to maintain.
- Preview your segment. Look at who shows up. If you see “randoms” or people who shouldn’t be there, adjust your filters.
- Save and sanity-check. Ask yourself, “Would I actually reach out to this list?” If not, tweak.
What to ignore: Don’t bother with filters you can’t action on. For example, filtering by timezone or “last online” date rarely helps with outreach unless you’re running a live event.
Step 4: Make your segment actionable
A segment is only as good as what you do with it. Focus on outreach you can actually follow through on, such as:
- Personalized DMs or emails (“Saw you helped out in #support last week—thanks!”)
- Targeted invites to beta programs, events, or feedback sessions
- Checking in with folks who’ve gone quiet (but were previously active)
- Sharing updates that are relevant to their interests or activities
Pro tip: Don’t overthink personalization. A simple, relevant message beats a templated, generic blast every time.
What doesn’t work: Sending out messages “just to touch base” with no clear reason. People can smell a generic message a mile away.
Step 5: Keep segments tidy and up to date
Segments aren’t “set it and forget it.” Communities change, people churn, tags get outdated. Here’s how to keep things useful:
- Review segments monthly. Prune or merge ones you don’t use.
- Archive dead segments. If you haven’t used it for outreach in the last 60 days, kill it.
- Update criteria as your goals shift. If your product focus changes, your segments should too.
Pro tip: Fewer, sharper segments beat a graveyard of old, unused lists.
Step 6: Track what actually works (and ditch what doesn’t)
The point of all this is to drive action. If your outreach isn’t moving the needle, rethink your segments.
- Look at engagement after each campaign. Did people reply, sign up, or participate?
- If a segment never gets used, ask why. Too broad? Too narrow? Not actionable?
- Don’t be afraid to delete segments that don’t serve a real purpose.
Honest take: Most teams make too many segments, then spend more time managing them than actually talking to people. Don’t fall into that trap.
Common pitfalls (and how to avoid them)
- Chasing “perfect” data. You’ll never have a 100% complete view. Good enough is good enough.
- Segmenting just because you can. If it doesn’t drive action, skip it.
- Over-personalization. A relevant, timely message beats a hyper-detailed one that feels forced.
- Letting segments rot. Outdated segments just clutter things up. Review and clean house regularly.
Real talk: Keep it simple and iterate
You don’t need a dozen segments to start seeing results. Build one or two that actually drive outreach you care about. Watch what works, tweak as you go, and don’t be afraid to throw segments out if they’re not helping.
The best segmentation is the kind you’ll actually use. Start simple, ship outreach, and iterate. That’s how you get value—not just more lists.