If you’ve got a growing list of customers and you’re tired of shouting into the void with generic outreach, this guide is for you. We’re digging into real, practical ways to manage and segment customer accounts in Sharefable so you can actually reach the right people with the right message—without getting lost in the weeds of over-complicated CRM theory.
Let’s get into how to do it, what’s worth your time, and what you can safely ignore. No fluff, no hype—just what works.
Why Bother Segmenting Accounts?
Here’s the deal: Most companies dump all their customers into one big list and hope for the best. That’s how you end up blasting the same message to a tiny startup and a Fortune 500, or selling a product update to someone who churned months ago. Segmenting is about getting smarter (not busier) with your outreach.
What you get: - Higher response rates (because you’re relevant) - Less wasted time on dead leads - A clear view of who’s worth chasing (and who isn’t)
If you’re using Sharefable, you already have the building blocks. Now let’s put them to work.
Step 1: Get Your Customer Accounts in Order
Before you can segment, you need clean, usable data. Don’t skip this—it’s the unglamorous but necessary part.
1.1 Import or Clean Up Your Data
- Import: Sharefable lets you pull in data from CSVs, integrations, or manually. Start by getting everything in one place—even if it’s messy.
- Deduplicate: Merge obvious duplicates. Sharefable’s bulk editing tools help, but you’ll need to eyeball for typos or weird edge cases.
- Fill in the basics: Make sure every account has at least these fields:
- Company name
- Primary contact (with email)
- Industry/vertical
- Account status (prospect, active, churned, etc.)
- Pro tip: Don’t obsess over every empty field. Fill in what matters for outreach, not some hypothetical “perfect CRM.”
1.2 Define What an “Account” Means to You
Some folks use “account” to mean a company, others mean an individual. In Sharefable, it’s usually company-level, but you can link contacts under each account.
- Keep it simple: One account per company, with all the relevant contacts tied underneath.
- Avoid: Splitting out every subsidiary or team unless you really need to. Over-segmentation makes life harder.
Step 2: Set Up Segments That Actually Matter
This is where most people overthink things. You don’t need 20 segments. You need a few that help you take action.
2.1 Decide on Your Core Segments
Start with segments that map to real outreach needs. Here are a few that work for most teams:
- Customer status:
- Prospects
- Active customers
- Dormant (no recent activity)
- Churned
- Industry or vertical: If your pitch changes by industry, segment by that.
- Account value: High, medium, low (based on deal size, revenue, or potential)
- Lifecycle stage: New signup, onboarding, long-term, renewal due, etc.
What to ignore: Don’t bother segmenting by super granular things like “number of LinkedIn followers” or “timezone” unless it actually changes how you’ll reach out.
2.2 Build Segments in Sharefable
- Go to the Accounts section.
- Use filters to create saved views (e.g., “Active SaaS Customers” or “Churned—Last 90 Days”).
- Tag accounts if you want to group them ad hoc. Tags are quick, but can get messy if overused.
- Save your most-used segments as default views for easy access.
Pro tip: Limit yourself to 5–7 main segments. If you find yourself scrolling to find them, you’ve got too many.
Step 3: Add Useful Data Without Going Overboard
Good segments are only as powerful as the data behind them. The trick is not to drown in details.
3.1 What Data is Actually Useful?
Focus on data that changes how you reach out:
- Recent activity: Last login, last purchase, last opened email
- Engagement score: If Sharefable tracks it, great. If not, a simple “hot/warm/cold” note works.
- Key contacts: Who’s the decision maker? Who’s the champion?
- Notes from past conversations: Keep these short. “Asked about X on 3/21, likes Y.”
Ignore: Social media bios, long-winded company descriptions, or anything you’re not actually using.
3.2 Automate Where You Can
- Integrate Sharefable with your email or support tools to pull in real activity.
- Use workflows or rules to auto-tag or move accounts between segments when statuses change.
- Set up reminders for follow-ups so accounts don’t fall through the cracks.
Step 4: Targeted Outreach That Doesn’t Suck
Now that your accounts are sorted, it’s time to actually use those segments. The goal here is to be relevant, not robotic.
4.1 Craft Messages for Each Segment
- Prospects: Focus on value props and why now.
- Active customers: Updates, tips, or upsell offers tailored to how they use your product.
- Churned: Acknowledge they left, share what’s new, and invite feedback (don’t grovel).
- By industry: Reference something specific to their world. Skip the generic “hope you’re well.”
Pro tip: Save your best-performing templates in Sharefable so your team isn’t reinventing the wheel every time.
4.2 Run Outreach Campaigns Inside Sharefable
- Use bulk email or in-app messaging to target specific segments.
- Track opens, replies, and clicks right in the account view.
- Adjust your approach based on what’s working—don’t just “set and forget.”
4.3 Don’t Get Too Fancy
A lot of CRMs (and yes, Sharefable is guilty too) promise AI-powered insights or ultra-personalization. In practice, human-written, relevant messages to well-chosen segments outperform generic spray-and-pray or awkward “Hi {FirstName}” mail merges.
If you’ve got a small team, focus on quality over quantity. If you’re bigger, use automation to tee up the right messages, but don’t lose the personal touch.
Step 5: Review and Tweak Regularly
Segmentation isn’t a “one and done” job—markets shift, accounts change, and your data gets stale.
- Quarterly: Review your segments. Are they still useful? Kill or combine any you’re not using.
- Monthly: Spot check a few accounts in each segment. Is the data up to date? Are your “churned” accounts actually gone?
- After campaigns: Look at what worked. Did one segment respond better than others? Adjust your approach, not just your messaging.
Pro tip: Don’t let “analysis paralysis” set in. It’s better to have rough, useful segments than perfect, unused ones.
What Works, What Doesn’t, What to Skip
Works: - Simple, actionable segments (status, value, industry) - Short, relevant data fields that drive outreach - Regular, small updates to your segments
Doesn’t: - Over-segmenting (you’ll never keep up) - Collecting data you never use - Blindly trusting automation to handle everything
Skip: - Vanity metrics (number of employees, unless it affects your pitch) - “Just in case” fields—you’ll never go back to fill them in
Wrapping Up: Keep it Simple, Iterate Often
Managing and segmenting customer accounts in Sharefable doesn’t have to be a full-time job or a test of how many data fields you can fill. Start simple. Build segments that match your actual outreach needs. Use just enough data to make your messages relevant. Check in regularly, and don’t be afraid to prune what you’re not using.
The real secret? The best segmenting is the one you’ll actually keep up with. So keep it actionable, not academic—and get back to the stuff that really moves the needle.