If you're sitting on a pile of leads and your follow-up feels like tossing darts in the dark, this one's for you. Maybe you just started using Magicallygenius, or you're eyeing it and wondering if it's more than just another CRM with a flashy name. Either way, this guide will show you—step by step—how to use it to actually segment your leads, so your follow-ups aren't just noise.
This isn't for people who want magic buttons or silver bullets. It's for folks who know that good sales and marketing are about the right message, to the right people, at the right time. Magicallygenius can help you do that—if you use it right. Here’s how.
Step 1: Get Your Leads into Magicallygenius
Let’s start with the basics—if your leads aren’t in Magicallygenius, nothing else matters.
Importing Leads: - CSV Import: This is the most direct way. Export your leads from wherever they are (Mailchimp, HubSpot, some ancient spreadsheet) into a CSV file. Then, upload it into Magicallygenius. - Native Integrations: Magicallygenius does play nicely with some platforms (think Google Contacts, Salesforce). If you already use those, look for the integration option and sync your contacts. - Manual Entry: Only do this if you have a tiny list or you really like typing.
Pro Tip: Check your CSV columns before importing. If your fields (like “Industry” or “Last Contacted”) don’t line up with Magicallygenius fields, you’ll have a mess. Clean it up first.
What to ignore: Don't bother importing every scrap of data. Start with essentials: name, email, company, status, and any notes that matter for follow-up.
Step 2: Get Clear on What Segmentation Actually Means
This is where a lot of people get lost. “Segmentation” isn’t just splitting your list into “hot” and “cold” leads. It’s about slicing your leads into groups that actually change how you talk to them.
Common Segmentation Criteria: - Demographics: Industry, company size, location. Classic, but only useful if you plan to tailor your approach for these. - Behavior: Did they open your last email? Download a guide? Ghost your last call? - Source: Did they come from LinkedIn, a webinar, or a referral? - Stage in Sales Funnel: New inquiry, needs demo, contract sent, etc.
Don’t overdo it: If you have 100 leads, you don’t need 12 segments. Start broad, then get more granular if you see patterns.
Step 3: Use Magicallygenius to Create Segments
Now, let’s get practical. Here’s how you actually segment leads inside Magicallygenius:
1. Use Filters
In the Leads or Contacts view, you’ll see filter options. This is the core of segmentation in Magicallygenius.
- Filter by Field: Want everyone in “Healthcare”? Filter by Industry = Healthcare.
- Multiple Filters: Stack filters—e.g., “Industry = Healthcare” AND “Stage = Needs Demo.”
- Save Filtered Views: Once you’ve got a useful segment, save it. Now it’s a smart list you can come back to.
Pro Tip: Saved filters update as your data changes. If someone new meets the criteria, they auto-join the segment. No manual updating.
2. Use Tags (If Available)
Some versions of Magicallygenius let you tag leads. Tags are flexible—think “VIP,” “Trade Show 2024,” or “Ebook Downloaded.”
- Tags let you cut across traditional fields. Use them for one-off campaigns or quick identifiers.
- Don’t go nuts with tags. If you have more tags than leads, you’re overcomplicating it.
3. Custom Fields
If the default fields aren’t enough, create your own. Maybe you care about “Product Interest” or “Renewal Date”—set up a custom field and use it in your filters.
What doesn’t work: Don’t expect AI to magically figure out your segments. Magicallygenius has automation tools, but they won’t know your business nuances unless you set up the logic.
Step 4: Map Segments to Follow-Up Strategies
A segment is only as good as how you use it. Here’s how to turn your segments into action:
1. Define the Message for Each Segment
- Example: For “Demo Requested” leads, your follow-up should be about scheduling that demo, not generic product info.
- Example: For “Cold Inbound” leads, maybe you start with a simple check-in or value-add, not a hard sell.
2. Set Up Automated Workflows (if you want)
Magicallygenius has some automation—think drip emails or task reminders. Here’s how to use them without annoying your leads:
- Trigger: When a lead enters a segment (“Attended Webinar”), send a tailored email or assign a call task.
- Frequency: Don’t overload your leads. One or two thoughtful touches beat five generic ones.
- Personalization: Use merge fields (like {{first_name}}), but write templates that don’t sound like they were spat out by a robot.
3. Manual Outreach Still Matters
Not everything should be automated. For your best-fit or high-value segments, pick up the phone or send a personal note.
What to ignore: Don’t waste time building complex workflows for one-off or tiny segments. Focus your automation on groups that actually move the needle.
Step 5: Test, Adjust, and Ignore the Hype
The truth: no segmentation scheme is perfect out of the gate. Here’s how to keep it real:
1. Watch Your Results
- Look at open rates, replies, and deals closed by segment. If a segment never responds, try a different approach or merge it with another.
- Don’t be afraid to delete segments that don’t work. Less is more.
2. Ask Your Team
- If you have sales or marketing teammates, ask what’s actually working. Sometimes the best segments come from field feedback, not dashboards.
3. Don’t Let “AI” Run Wild
- Magicallygenius may pitch you on “AI-powered segmentation.” Reality check: These features can suggest patterns, but you still need to sanity check them. If an automated segment doesn’t make sense, ignore it.
4. Iterate Regularly
- Set a calendar reminder to review your segments every month or quarter. Business changes, and your segments should too.
Keep It Simple, Keep It Moving
You don’t need a PhD in data science to segment leads in Magicallygenius. Start with basic filters, set up a few targeted follow-up actions, and see what sticks. The real win isn’t fancy segment names—it’s better conversations with the right people. Don’t get bogged down in endless tweaks. Get started, learn, and adjust as you go. That’s how you actually make Magicallygenius work for you.