> ## Documentation Index
> Fetch the complete documentation index at: https://klipy.ai/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# What are segments and how do I use them?

> Segments are org-wide tags you create to group contacts, companies, and deals in Klipy. Learn how to create, apply, search, and delete them.

A segment is a tag you create in Klipy to group records — contacts, companies, or deals — under a label you define, like "VIP" or "Q3 Renewal." Each segment has a name, an optional description, and a color. You attach segments from the record itself, and one record can carry more than one segment.

## What a segment is

A segment is a simple, org-wide tag: a **name** (required), an optional **description**, and a **color** you pick when you create it. Segments aren't tied to one record type — the same segment can be attached to contacts, companies, or deals, so you can use one label ("Champion," "At Risk," "Referral Source") across whatever kind of record it applies to.

* **Org-wide** — every teammate in your workspace can see a segment once it's created, attach it to records, and (depending on their role) edit or delete it.
* **No limits** — no cap on how many segments your organization can create, and no limit on how many records a single segment can be attached to.
* **Searchable by name** — a segment's name is indexed for search, which is what powers the search box in the picker you use when attaching a segment to a record (see below).

Klipy stores the link between a segment and a record as its own small join record, separate from the contact, company, or deal itself. That's why attaching or removing a segment never touches any other field on the record, and why deleting a segment later can cleanly remove every one of those links without affecting the records that carried it.

## Creating a segment

<Steps>
  <Step title="Open Segments in Settings">
    Go to **Settings → Segments**. You'll see a list of every segment your organization has created so far, or an empty state if none exist yet.
  </Step>

  <Step title="Pick a name and color">
    At the bottom of the list, use the composer row: pick a color swatch, then type a **name**. The name is required — you can't save a segment without one.
  </Step>

  <Step title="Add a description (optional)">
    Type an optional **description** in the second field to give teammates more context on when to use this segment.
  </Step>

  <Step title="Click Add">
    Click **Add** to create the segment. It immediately appears in your organization's segment list and becomes available to attach to any contact, company, or deal.
  </Step>
</Steps>

You can create as many segments as your workflow needs — there's no fixed maximum, and every segment you create is visible to the rest of your organization the moment you save it. If you change your mind about a segment's name, description, or color afterward, you can edit any of those fields directly from the same Settings → Segments list.

## Applying a segment to a record

<Steps>
  <Step title="Open the record">
    Go to a contact's detail page, or find the **Segments** column on the contacts table (Rolodex). Both let you attach segments the same way.
  </Step>

  <Step title="Open the segment picker">
    Click the Segments field (or double-click the Segments cell in the table) to open a search popover listing your organization's segments.
  </Step>

  <Step title="Search by name to narrow the list">
    Type into the search box to filter the popover's list down to segments whose **name** matches what you typed — useful once your organization has more than a handful of segments. The search only matches segment names, not descriptions.
  </Step>

  <Step title="Select one or more segments">
    Click a segment to attach it to the record. A record can hold multiple segments at once — repeat to add more, or click the **x** on an attached segment's badge to remove just that one from this record.
  </Step>
</Steps>

The same picker includes a **Manage segments** shortcut back to Settings → Segments, so you can create a new segment without leaving the record you're on.

## Deleting a segment

<Steps>
  <Step title="Go to Settings → Segments">
    Find the segment you want to remove in the list.
  </Step>

  <Step title="Click the trash icon">
    This opens a confirmation dialog. If the segment isn't currently attached to any record, any organization member can confirm and delete it — this action cannot be undone.
  </Step>

  <Step title="Confirm deletion (admin required if the segment is in use)">
    If the segment is currently attached to one or more records, only an organization **admin** can delete it. Non-admins see a message asking them to contact an admin instead. Once confirmed, Klipy detaches the segment from every record that had it — the contacts, companies, and deals themselves are untouched, only the segment tag and its links are removed.
  </Step>
</Steps>

This admin restriction only kicks in once a segment is actually attached somewhere — an unused segment (one with zero linked records) can be deleted by any organization member without needing admin approval. Either way, deletion is permanent: there's no undo, and no trash bin for segments the way there is for notes, so double-check you're removing the right one before you confirm.

<AccordionGroup>
  <Accordion title="Can I attach the same segment to a contact, a company, and a deal?">
    Yes. Segments aren't scoped to one record type — the same segment can be attached to contacts, companies, and deals across your organization.
  </Accordion>

  <Accordion title="Is there a limit to how many segments I can create?">
    No. There's no cap on the number of segments your organization can create, and no limit on how many records a single segment can be attached to.
  </Accordion>

  <Accordion title="Can I filter my contact or deal list by segment?">
    Not today. Segments show as a column on your Rolodex tables so you can see and edit them inline, but segments aren't yet available as a filter option in the filter bar. Search-by-name currently applies to finding a segment inside the picker when you're attaching one to a record.
  </Accordion>

  <Accordion title="What happens to a record when I delete a segment it's attached to?">
    The record itself is unaffected — only the segment tag and the record's link to it are removed. Deleting a segment does not delete or modify the contact, company, or deal in any way.
  </Accordion>

  <Accordion title="Who can delete a segment that's already attached to records?">
    Only an organization admin. If a segment has zero records attached, any member can delete it; once it's in use, deletion is restricted to admins to avoid accidentally breaking a grouping your team relies on.
  </Accordion>
</AccordionGroup>