CRM Segmentation for Post-conferences

[Phoenixakbar]

Our firm needs to differentiate and further classify contacts into segments.

The situation:
1. Our firm attends multiple conferences and events each year.

2. We separate contacts from each event into two types:
a. Existing contacts: already recorded in our CRM
b. New contacts: not yet recorded in our CRM

3. We need to send distinct email communications to each contact type.

Our initial approach was to create a new segment for every conference, for each contact type, and for each year. For example:
1. Conference A - Existing Contacts, 2025
2. Conference A - New Contacts, 2025
3. Conference B - Existing Contacts, 2025
4. Conference B - New Contacts, 2025
5. Conference A - Existing Contacts, 2026
6. Conference A - New Contacts, 2026
7. Conference B - Existing Contacts, 2026
8. And so on…

Even though this approach may achieve our goal; sending distinct emails to each contact type after each conference and tracking their meeting history with us (e.g., whether we met John Doe at Conference A, B, or C); we would appreciate a more efficient and organized solution

[karstenkoehler]

Hi @Phoenixakbar,

Could you specify what you mean by "more efficient and organized"? At which point of the current process do you feel lack of efficiency and organization?

Generally, it won't get much more streamlined than importing two lists, unfortunately. The information sits outside the CRM at first and needs to made available within it - by import.

Best regards

[Phoenixakbar]

Hi @karstenkoehler , thank you for your response.

By “more efficient and organized,” we mean that although we have already separated contacts into segments (e.g., New & Existing Contacts for Conference A, and New & Existing Contacts for Conference B), we’re hoping to find a way to mark or identify these contacts in a less manual manner. Ideally, the marking should be visible both in the contact’s details and as a column in the ‘all contacts’ dashboard view.

At the moment, our additional approach is to create custom properties to indicate that a contact was met at a specific conference. However, this requires quite a bit of manual work.

Would there be a better method to categorize contacts into their respective segments while also allowing us to mark and search for them individually? We’re also anticipating situations where we may meet the same person multiple times across different conferences.

Thanks!
Best regards.

[karstenkoehler · Accepted solution]

@Phoenixakbar in that case I'd recommend a multiple checkboxes property: https://knowledge.hubspot.com/crm-setup/import-data-to-checkbox-properties

You can then reference these properties instead of segments.