If you’re dealing with a messy B2B lead list and want to actually find the folks who matter, this is for you. You’re probably already using Hothawk (link: [hothawk.html]), or kicking the tires. Either way, you’ve noticed that “advanced filters” are front and center — but most people don’t use them well. Let’s fix that.
Forget generic advice and 25-step sales workflows. Here’s how to segment your B2B leads in Hothawk without burning hours or drowning in useless data.
Why bother with advanced filters?
Let’s get this out of the way: The default search and “lead list” in any CRM will always be too broad. If you’re sending the same message to a founder and a junior sales rep, you’re wasting everyone’s time. Advanced filters cut through the noise — but only if you know what you’re looking for.
What advanced filters actually get you: - Targeted lists that match what you sell and who buys it - Less time wasted on bad-fit leads - Personalization that doesn’t feel like copy-paste spam
What they don’t do: - Magically give you better leads (sorry) - Replace the need to actually know your customer
Step 1: Get clear on what you want (before touching filters)
Don’t jump straight into clicking boxes. You’ll just end up with a slightly different junk pile.
- Define your goal. Are you trying to find decision-makers at SaaS companies? Or maybe folks who’ve just signed up in the last month? Be specific.
- Know your must-haves. What data points actually matter? (Industry, company size, job title, recent activity, etc.)
- Ignore the rest. Just because Hothawk tracks 50 fields doesn’t mean you need them all. More filters = not always better.
Pro tip: Make a quick list of 2-3 criteria that really matter for this campaign. Stick to those.
Step 2: Find and understand Hothawk’s advanced filters
Hothawk puts its advanced filters in the leads or contacts section. Click “Advanced Filters” (usually a funnel icon or similar — if you’re lost, use the sidebar help).
Most useful filter types you’ll see: - Company fields: Industry, company size, revenue, location - Contact fields: Job title, seniority, role, department - Activity: Last seen, last contacted, recent engagement - Custom fields: Anything you or your team have added
Don’t get distracted by: - Fields you never fill out (if your team doesn’t use “lead source,” don’t filter by it) - Vague labels (“status: warm” means something different to everyone)
Step 3: Build your first segment — the right way
Let’s walk through a practical example. Say you sell a SaaS tool and want to reach out to decision-makers at mid-sized tech companies in North America who’ve been active in the last 30 days.
Here’s how to set up that filter:
- Company industry: Filter for “Technology” or similar.
- Company size: Choose your range (e.g., 50–500 employees).
- Location: Pick regions or countries (US, Canada, etc.).
- Job title: Look for “Head of,” “Director,” “VP,” “Founder,” or whatever matches your buyer.
- Recent activity: Last seen or engaged within 30 days.
Why this works:
You’re focusing on companies that can actually buy, and people with real authority — not interns or folks who left six months ago.
What to skip:
- Don’t stack every filter you can. Over-filtering = tiny lists or nothing at all.
- Avoid wishful thinking. If no one fills out the “budget” field, don’t filter by it.
Step 4: Save and name your segment properly
You’ll want to re-use this list, or tweak it later. Hothawk lets you save filter sets — use it.
Tips: - Give it a clear, boring name. “US Tech Decision-Makers Q2” beats “Hot Leads 2.” - Add a note if the filter is for a specific campaign or SDR.
Why bother?
You will forget what “List 7” means next week. Don’t make your future self dig through old filters.
Step 5: Test, tweak, and sanity-check your results
Don’t trust the first list that pops out. Hothawk is only as good as your filters and your data. Before you start blasting emails or calling:
- Spot-check a few leads. Do these look like your real buyers?
- Check for weird outliers. Did a 2-person bakery sneak into your “mid-sized SaaS” list? Fix the filter.
- Adjust as needed. If your list is too small, loosen a filter (maybe bump company size down to 25 employees). Too big? Tighten it up.
Honest take:
No filter is perfect. You’ll always have a few false positives. Don’t obsess — just weed out the obvious mistakes.
Step 6: Use segments to personalize (without going overboard)
Now that you’ve got a solid list, you can actually tailor your outreach — and avoid carpet-bombing everyone with the same pitch.
How to use your segment: - Personalize by segment, not by person. Create messaging for “VPs at SaaS companies” as a group. Don’t try to fake 1:1 if you don’t have time. - Add context. Reference relevant industry pain points or recent company news (if you can automate it, great; if not, keep it simple). - Use tags or labels in Hothawk to track which segment each lead belongs to, so you don’t double-message or lose track.
What not to do: - Don’t write “Hi [FirstName], I see you’re in [Industry]!” and call it personalization. People see through that. - Don’t make your filters so specific you end up with a list of 12 people (unless you’re running account-based everything).
Step 7: Rinse, repeat, and actually use your data
The best segment today is tomorrow’s stale list. New leads come in. Companies change. People leave.
- Set a reminder to review your segments monthly. Delete what’s old, update what’s working, and try new criteria if your targeting changes.
- Share successful filters with your team. If one SDR finds a goldmine, don’t keep it a secret.
- Ignore “set and forget” promises. No CRM segment is evergreen — not even with AI sprinkled on top.
What works, what doesn’t, and what to ignore
What works:
- Clear, simple filters based on real data
- Saving and naming your segments
- Sanity-checking your lists every time
What doesn’t:
- Overcomplicating with 10+ filters
- Filtering by data your team doesn’t actually track
- Blindly trusting the system to “find the best leads”
Ignore:
- Fancy “AI lead scores” unless you know exactly how they’re calculated (most are just activity + job title with a new name)
- Any field you or your team don’t really use
Keep it simple, and iterate
You don’t need to be a data scientist or spend hours reading CRM manuals. The best lead segmentation in Hothawk is the one you actually use — and tweak as you go. Start with a few clear filters, sanity-check your results, and don’t be afraid to delete what isn’t working.
The goal isn’t a perfect list. It’s a list that’s good enough to move your deals forward. Keep it simple. Adjust as you learn. And don’t let “advanced” features distract you from the basics.