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Who can use this?
  • Gallabox users with Contact Management access.
  • Roles: Admins (Owners and Admins) can create and manage segments. Agents can view segments.
Use segments when you need to send a broadcast to a specific subset of your contacts — for example, everyone tagged VIP, or contacts added in the last 30 days. Unlike a manually curated list, a segment updates automatically as contacts are added or change. Segments are dynamic — they recalculate in real time as contacts are added, updated, or removed. When you select a segment as a broadcast audience, the broadcast sends to everyone who currently matches the rules.

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Plan Availability

Available on all Gallabox plans.

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What are Contact Segments?

Contact segments are dynamic groups of contacts that update automatically based on rules you define. Instead of manually managing who belongs in a group, you define conditions — and any contact that meets those conditions is automatically included. Example: Instead of creating a static list of “VIP customers” that you update manually, create a segment using the Tags field and the value VIP. Any contact you tag as VIP is automatically added. Remove the VIP tag and they’re automatically removed.

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How the Rule Builder Works

You build a segment by adding conditions. Each condition checks a contact field or attribute.

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Available Fields

You can build conditions on these contact fields: After you select a field, the rule builder displays the operators supported by that field.

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How to Create a Segment

  1. Go to Contacts in the left navigation of Gallabox.
  2. Click Segments in the top bar.
  3. Click Create Segment.
  4. Enter a Segment Name — descriptive enough that your team knows who it contains.
  5. Add your conditions using the rule builder.
  6. Click View count to see how many contacts currently match.
  7. Click Save.
Pro tip: Name segments by their use case, not their contents. “High-intent leads” is better than “Tag VIP, Created within 30 days, WhatsApp”. When you’re setting up a broadcast, you’ll immediately know which segment to use.

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Example

Scenario: You want to broadcast a loyalty offer to VIP customers who have opted in to marketing and were added this year. Add conditions using these fields and values:
  1. Tags: VIP
  2. Marketing Optin: Yes
  3. Created At: 2026-01-01
For each field, select the appropriate operator displayed by the rule builder. Click View count to check the match count, then save the segment and select it as your broadcast audience.

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Using Segments in Broadcasts

When you create a broadcast, you can select a segment as the audience. The broadcast will send to everyone currently in the segment. Important: Segments are dynamic. If a contact is added to or removed from a segment after you’ve set up the broadcast but before it’s sent, they will or won’t receive the broadcast accordingly. Always use View count immediately before sending.

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FAQs

Segments update in real time. When a contact is added, updated, or removed, the segment recalculates immediately. If a contact meets all conditions, they’re added. If they no longer meet the conditions, they’re removed. There’s no delay.
Click View count on the segment to see the current count. If it shows 0, check:
  1. Condition logic — Segment conditions use AND logic. If a contact must have Tag A AND Tag B, only contacts with both tags match.
  2. Tag selection — make sure you selected the right tag from the picker. Tags are matched by the selected tag itself, so check you didn’t pick a similarly named duplicate tag.
  3. Date conditions — make sure the date range isn’t filtering out all contacts (e.g., “Created after tomorrow” matches nobody).
If contacts still don’t appear, open each condition in the rule builder and select an available field and value again, then click View count.
For re-targeting based on a previous broadcast’s delivery status, use Broadcast Retargeting instead of a segment — see Broadcast Overview.
A tag is a single label you apply manually or via automation to a contact. A segment is a dynamic group defined by rules. Tags are one input to segments — you can use tags as conditions, but segments can also use contact fields, dates, and more. Use tags for one-off labels; use segments for ongoing, rule-based audience groups.
  • Tags — label contacts for use in segment conditions
  • Broadcast Overview — send broadcasts to a segment audience

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Next Steps