Smart Lists & Segments

Smart Lists are saved customer segments that update automatically as your data changes. Define your criteria once — like "customers who had an AC service more than 6 months ago" — and the list stays current without any manual work.

Creating a Smart List

1. Go to Customers > Smart Lists from the sidebar.
2. Click New Smart List.
3. Add filters to define your segment (see available filters below).
4. Preview the results — CoolEdge shows you matching customers in real-time as you build.
5. Name and save your Smart List for reuse.

Available filters

Build segments using any combination of these filters:

Customer data

• Tags: Filter by one or more tags (e.g. "VIP", "Commercial", "Referral")
• Has email: Only include customers with a valid email address
• Has phone: Only include customers with a phone number
• Created date: When the customer was added to CoolEdge

Job history

• Job category: Filter by job type (e.g. "AC Service", "Electrical", "Plumbing")
• Last completed job: How long ago their most recent job was completed (e.g. "more than 6 months ago")
• Total jobs: Number of completed jobs (e.g. "2 or more" for repeat customers)
• Job status: Filter by jobs in a specific status

Combining filters

All filters are combined with AND logic — customers must match every filter to be included. For example:

• Tag = "Residential" AND Last completed job > 6 months ago AND Has phone = Yes

This gives you residential customers who haven't had work done recently and have a phone number — perfect for an SMS re-engagement campaign.

Using Smart Lists with campaigns

Smart Lists are designed to work directly with Campaigns:

1. Create a one-off campaign
2. In the audience step, select Use Smart List
3. Choose your saved Smart List
4. The campaign targets all current matches — the list is evaluated at send time

This means if a customer matches the criteria between when you create the campaign and when you send it, they'll be included automatically.

Common segment examples

Tips

• Start simple: Begin with 1-2 filters and preview the results. You can always add more filters to narrow down.
• Name clearly: Use descriptive names like "AC customers - overdue 12m" so you can quickly find the right list later.
• Review before sending: Always preview a Smart List before using it in a campaign. Customer data changes over time, so the list may be different from when you created it.
• Combine with tags: If you need criteria that filters don't cover, add tags to customers manually or via automations, then filter by those tags in your Smart List.