Contacts, lists, tags and segments: which to use
A contact is a person, a list is something people sign up to, a tag is a label, and a segment is a saved rule. Here's when to use each.
EmailFig keeps one contact for each email address. You group contacts with lists, tags and segments, and store extra details on them with custom fields.
Which one do I want?
| Use a… | When | Example |
|---|---|---|
| List | People sign up to it, or it needs its own consent | “Monthly newsletter” |
| Tag | You want to label contacts you already have | “Attended the March webinar” |
| Segment | The group is a rule that should stay up to date | “Opened something in the last 30 days” |
| Custom field | You want to store a value on each contact | Plan, city, renewal date |
Lists are what signup forms add people to. Each list decides whether new signups confirm by email first (double opt-in), and, if you use a preference centre, whether people can leave that list on its own.
Tags can go on any contact, as many as you like. Tags don’t affect consent: tagging someone who unsubscribed doesn’t make them mailable again.
Segments are saved rules on status, list, tag, signup date, opens, clicks and deliveries. They’re worked out fresh every time you use them.
Custom fields hold a value for each contact that you can drop into an email.
Contacts is in the sidebar, with Contacts, Lists, Segments and Tags as tabs across the top. Custom fields are under Settings → Custom fields.
How a campaign uses them
On the campaign’s Audience card, Send to has three choices:
- All subscribers: everyone who’s subscribed, whatever list they’re on.
- Tags and segments: anyone who matches any of the tags or segments you pick. Someone who matches two still gets one email.
- Custom rules: a one-off set of rules for this campaign only.
To send to one list, use Custom rules with List is in that list, or a segment with the same rule. If you use a preference centre, you can also pick a Subscription list so anyone who opted out of that topic is left out. See Create a list.
Whatever you choose, a campaign only goes to contacts who are subscribed and whose address isn’t on your suppression list.
One address, one contact
Importing an address again, or a new signup, updates the contact you already have. One contact can be on any number of lists, so it has an overall status and a separate status on each list. See Contact statuses explained.