If you’ve ever stared at a giant, messy list of leads and thought, “Now what?”—this one’s for you. Segmenting leads isn’t just some buzzword; it’s how you stop wasting time and start talking to the right people. This guide will walk you through exactly how to segment leads in Visualvisitor for targeted outreach—so you can stop blasting the same tired message to everyone and actually get responses.
Why bother segmenting leads?
Let’s be honest: sending generic emails to everyone doesn’t work. You need context. Segmentation means you’re grouping leads based on what actually matters—industry, company size, behavior, whatever makes sense for your business. You’ll save time, look more professional, and (most importantly) close more deals.
Here’s what you’ll get from this guide:
- Step-by-step instructions for segmenting leads in Visualvisitor
- Tips on what works and what’s not worth your time
- Real talk on limitations and workarounds
Ready? Let’s cut through the noise.
Step 1: Get your leads into Visualvisitor
Before you can segment anything, your leads need to actually exist in Visualvisitor. Seems obvious, but you’d be surprised.
Here’s how you typically get leads in:
- Website tracking: Visualvisitor automatically identifies companies visiting your website and pulls in their info.
- Manual import: Upload CSVs or add records one at a time.
- CRM integrations: Visualvisitor can sync with some CRMs—double-check if yours is supported before you get excited.
Pro tip: If your data’s a mess, clean it up before importing. Garbage in, garbage out.
Step 2: Understand what segmentation can (and can’t) do in Visualvisitor
Not all segmentation is created equal. Visualvisitor lets you slice and dice your leads, but it’s not as flexible as a full-blown CRM or marketing automation tool. Here’s what you can usually segment by:
- Company info: Name, size, industry, location, website
- Visit behavior: Pages viewed, time on site, repeat visits
- Contact details: Sometimes you get names, emails, or phone numbers—sometimes you don’t (it depends what Visualvisitor can scrape or infer)
- Custom tags/fields: If you or your team have set these up
What you can’t do:
- Complex multi-condition logic (like “companies in healthcare AND more than 500 employees AND visited the pricing page twice last month”)
- Real-time segmentation that updates instantly as new behaviors come in (there’s usually a lag)
Bottom line: Don’t expect magic, but you can get pretty far with what’s there.
Step 3: Decide on your segments (before you start clicking)
Don’t just segment because you can. Figure out what actually matters for your outreach. A few classic segments that work well:
- By industry (e.g., SaaS, manufacturing, healthcare)
- By company size (e.g., SMB, mid-market, enterprise)
- By location (if you only serve certain regions)
- By engagement (highly engaged = multiple visits/pages, low engagement = bounced fast)
- By intent signals (visited key pages like pricing, demo, or careers)
Skip this:
- Overly granular segments (like “companies in Nebraska with 47 employees who visited the blog at 2am”). You’ll end up with too few leads per segment to do anything meaningful.
Pro tip: Start simple. You can always add complexity later.
Step 4: Use Visualvisitor’s filters and tags
Now for the actual segmenting. In Visualvisitor, head to your leads dashboard and look for filters—usually at the top or side of the interface.
How to segment:
- Apply filters:
- Pick the criteria that matter (e.g., industry = “SaaS,” location = “USA”).
- Stack multiple filters if needed, but watch out for those “AND/OR” logic limitations.
- Use tags:
- Tags are your friend. You can often tag leads manually or set up rules for auto-tagging (if your plan supports it).
- Example: Tag all companies that visited the pricing page as “Pricing Interest.”
- Save your segments:
- If Visualvisitor lets you save filter sets or smart lists, do it. You’ll thank yourself later.
What works:
- Filtering by engagement (e.g., “more than 3 visits”) is surprisingly powerful—it’s a good proxy for interest.
- Tagging based on behavior (like visiting pricing or demo pages) makes follow-up way more relevant.
What doesn’t:
- Relying entirely on the company info Visualvisitor pulls in. It’s often incomplete or wrong. Double-check before you reach out.
- Overusing tags. If everything’s tagged, nothing’s tagged.
Step 5: Export or sync your segments for outreach
Segmenting is pointless if you don’t act on it. You’ve got two main options:
Option 1: Export your segment
- Most folks download a CSV of filtered leads.
- Clean up any weird formatting or duplicates.
- Import into your email tool, CRM, or wherever you do outreach.
Option 2: Sync with your CRM or sales tool
- If Visualvisitor integrates with your sales stack, set up a sync so segments update automatically.
- Watch for duplicates—Visualvisitor isn’t always great at matching records.
Heads up:
- Make sure you’re not violating privacy rules (like GDPR) if you’re exporting personal data.
- Visualvisitor’s syncing features can be spotty, especially with smaller CRMs. Test before you rely on it.
Step 6: Tailor your outreach (don’t skip this)
Now you’ve got your segments, don’t blow it by sending the same message to everyone. Here’s what makes outreach actually work:
- Industry-specific pain points: Reference problems you know are common in that sector.
- Engagement triggers: “I noticed you checked out our pricing page—any questions?”
- Company size context: SMBs and enterprises care about different things. Speak their language.
What to ignore:
- Overly personalizing every single email if you’ve got hundreds of leads. Pick one or two relevant details and move on.
- Copy-pasting generic templates. Your open and reply rates will tank.
Pro tip: Use mail merge fields wisely. “Hey {FirstName}, saw your company {CompanyName} is in {Industry}…” is better than nothing, but don’t overdo it.
Step 7: Track results and refine your segments
No segment is perfect out of the gate. Watch what actually gets responses and adjust:
- Are certain industries replying more?
- Are your “high intent” segments actually converting?
- Is your data accurate, or are you getting bounced emails and dead ends?
What works:
- Regularly pruning your segments—dump what’s not working.
- Combining segmentation with lead scoring (if your tools support it).
What’s a waste:
- Chasing perfection. Some leads will always slip through the cracks. That’s fine.
Common pitfalls (and how to avoid them)
- Relying on bad data: Visualvisitor’s auto-enrichment is hit or miss. Always double-check company info before reaching out.
- Over-segmenting: If you end up with a segment of three people, you’ve gone too far.
- Ignoring engagement signals: Don’t just segment by static info—recent activity is a goldmine.
- Not iterating: Segments that worked last quarter might not work now. Keep adjusting.
Keep it simple, iterate, and don’t overthink it
Segmenting leads in Visualvisitor isn’t rocket science, but it does take a bit of upfront work. Start with broad, useful segments. Send targeted messages. Watch what happens. Rinse and repeat. The goal isn’t perfect segmentation—it’s to have fewer, better conversations.
Keep things practical, ignore the hype, and you’ll do just fine.