Databases, Tagged Lists and Segments

With our new ‘Tagged Lists’ feature, Pinpointe gives you maximum flexibility to manage your contacts. But how do you know which is the best way to manage your contacts?

Most customers will use all three tools to manage their contacts -- here’s how each works:

  • Databases are separate containers where you store your contacts. Most customers will only need a main database but our larger customers may need separate databases for each business.

  • Tagged Lists (or Lists) are like sublists within databases.

  • Segments are saved searches across all contacts and are used to select contacts based on custom field values and contact behavior (like whether a contact opened or clicked).


Our current customers may note that we’ve re-named ‘Lists’ to ‘Databases.’ All contacts are de-duplicated on import so, for example, can only be in a given database once. Databases add extra flexibility for our customers who:

  • Manage multiple websites

  • Support multiple businesses or business divisions 

  • Provide services to multiple customers

  • Have a sales team and each sales representative or region manages their own database of contacts (or the marketing department is managing each for them).

With databases  - this is really important - if is in multiple databases, Pinpointe will manage in each of these databases as 2 different contacts.

If you want to have in multiple lists and ensure that she is tracked as the same contact across multiple lists, then use our ‘Tagged List’ feature described next.


Here’s an example for contact:


In many cases, you will only need to set up one or two databases - perhaps one for customers and another for your company’s internal contacts. Or, if you have multiple websites - you might have a separate database to manage the contacts for each site separately.

For each database you can also set several properties including the default send-from email address and name, address, description and more:

Tagged Lists (or Lists)

Tagged lists are just lists within a database. A contact in a database can be in multiple tagged-lists and Pinpointe will manage this as a single contactMost customers will use our Tagged List feature because it is simple to use. If you only have one master database, then you will probably always use Tagged Lists.

Below is a screenshot of a customer's master database with several tagged-lists:

Example Use: Track Individual Lead Sources with Tagged Lists

Say you maintain a ‘Company Contacts’ database, but you get new subscribers from webinars, trade shows and events. When you upload your contacts into a database, you can easily create a List Name (a.k.a. Tagged List name) that represents the source of your contacts when importing.  

Then you can easily select these contacts for future campaigns and reporting.

Segments or Saved Searches

Segments are a way to search across all contacts in your Pinpointe account and select based custom field values and behavioral information like - whether a contact opened a given campaign or clicked.

Here’s an example Saved Search (Segment) that we used to follow up on a webinar. We pulled out all contacts in the West Coast Region (CA,NV,WA and OR), who had opened one of the email invites and who also have specific titles: