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Sendings emails to a specific customer segment

Julia Walther Updated by Julia Walther

You can provide your guests with targeted information. Often, it makes sense to divide your guests into segments or groups. Guest segments can, for example, include guests belonging to the same category or those who share the same status (e.g. response status).

In this article, we explain how to send emails to a filtered guest group.

Within the guest list, you have the option to filter and sort your guests according to various criteria. Using filters and/or sorting, you can display specific guest groupings in order to provide them with tailored follow-up information via different emails.

Once you’ve filtered your desired guest segment, you can select the guests using the checkbox on the left side. You can either select guests individually if there are any manual adjustments you’d like to make, or you can select all guests at once using the main checkbox. After selecting the guests, you can use the “Actions” button to access the email sending assistant and send your email.

We’ll show you some examples of segmentations that can help you trigger targeted communication.

Filter all guests, which are deposited with an email address

It may happen that your guest list contains incomplete guest records. For example, you might be missing email addresses or they may be unknown.

If you’re working with a guest list that includes incomplete records, it’s helpful to first filter for all guests who have an email address stored. You can then send an email to all filtered guests without receiving a warning message indicating that email addresses are missing.

To filter guests who have an email address saved, use the “Email” field in the guest list.

There are no predefined filters for this field, but you can use our advanced filtering options here.

To filter for all records where the field is filled in, you can use the exclamation mark (!) as a filter. The exclamation mark stands for the “not equal” function. When you enter an exclamation mark as a filter, it means “not equal empty,” and therefore filters out all records where the email field is empty.

Conversely, you can also filter for all records that are unfilled or empty. To do this, you can use the equals sign (=).

Filter Guests by Categories

If you’ve segmented your guests using categories, you can filter them by these categories. All the categories you’ve created will be displayed as filter options, allowing you to view each grouping individually. When filtering by categories, you can also display a combination of multiple categories at once.

Filter Guests by Response Status

Do you want to know which guests, for example, have not yet responded? Then use the filter function in the “Response Status” field to display all guests whose status is set to “No Reply.”

This feature makes it very easy to filter out the guest segment to which you can send a reminder invitation.

Filter all guests, who attended the event

If you want to contact all guests who attended the event, you can filter by the attendance status. Additionally, you can use the “Check-ins” column to filter your list.

The “Check-ins” column does not have predefined filters. To filter all guests who are or were present, you can use the “greater than 0” function. Simply enter “>0” in the header of the column. This will display all guests for whom there is a value greater than 0.

Of course, you can also filter this column by a specific number, such as “1.” However, keep in mind that this might cause you to overlook guests who may have a higher check-in value.

Combination of several filters

Filters can be combined. It can definitely be useful to apply multiple filters at the same time to further narrow down your desired guest segment.

In this example, we’ve filtered by both attendance status and category, taking more than one category into account. Additionally, the list is sorted by categories to make it clearer and easier to navigate.

You can find more helpful information about filtering in Sweap here:

The Filter Function in Sweap

If you don’t want to send your emails manually and would like to automate this process, take a look at using our email campaigns.

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