Creating Segments With The Advanced Search

The default administrative members list view shows all members within your company or organisation, however you may frequently search for specific members based on their account attributes, such as status or interests.

Searches can be saved as Segments, which are then stored on the left panel and can be accessed at any time, removing the need to enter the search details manually.

They are also used for event tickets, giving the option to only allow those matching members to be able to see and book that specific ticket, and will be shown in the ticket options when you create a new event.

Creating a View/Segment

Segments are saved with the currently displayed Columns and sorting used when saving the segment, which can be useful if specific columns (such as from the member Profile or Data tabs) are used for reference for the segment.

Select which Columns are displayed by clicking the Columns option, which will show a list of checkboxes for each field against a member (based on your client configuration).

Sorting may be done against the results by clicking on the column headers, sorting can be reversed or reset by clicking again on the column headers.

Press the Advanced Search option on the top right of the members screen which will open an Advanced search menu with the ability to filter based on various attributes.

Advanced Search menu:

The Advanced Search panel is organised into collapsible sections to keep things compact. The top row always shows Match, Status, and Registered options. Below that, you can expand the sections you need:

• Membership - filter by membership type and status
• Fields - filter by any member field (text, number, date, checkbox)
• Date Calculations - dynamic date-based queries (age, anniversaries, time elapsed)
• Activity - find members based on bookings, donations, or orders

Click a section header to expand or collapse it. A badge next to the header shows how many active conditions are in that section. Click + Add to add a new condition to any section.

Match

The Match option defines what results to return based on the search criteria entered:

All

Only return matches where all search field criteria have been met

For example, if you have set Status to active and have a field search for members with an address city of London then only those members who meet both criteria will be returned.

Members who have an address city of London but are inactive will not be returned, and vice versa.

Any

Return any members who match at least one of the search criteria.

For example, if you have a field search for members with an address city of London and another a field search for members with an address city of Manchester then the results returned will contain all members who have an address city of London, and all members who have an address city of Manchester, as they match at least one of the search criteria set.

The search function allows for searching based on various logic parameters, such as whether the attribute exists, is greater than a specific number or date, or contains specific letters or numbers.

Status

The Status option relates to a members status as defined on their Summary tab in their member view.

Registered

The Registered option is based on whether the member has registered in the system (and therefore logged in to the members area).

Membership Type

The Membership Type option relates to the membership types defined under Members > Membership Types and can be used to match all members that have specific membership types, such as Liveryman or Honorary Member.

This has an option of active or inactive, which is based on whether the membership type against a member is active or inactive.

Fields

The Fields option allows you to filter based on the various data held in the Summary, Profile and Data tabs against a member.

Start typing in the name of the first field to show a dropdown list of matching fields, these can then be selected.

Once a field is selected, the system will automatically show you what type of field it is 

• ✓ Yes/No for checkboxes

• 📝 Text for text fields

• 🔢 Number for numeric fields, or

• 📅 Date for date fields)

This helps you understand what kind of data you're searching.

The system will then automatically select the most appropriate search option for that field type and show you only the relevant options. For example:

• Checkbox fields (Yes/No) - Only shows True, False, Exists, Does not exist
• Text fields - Shows Equals, Not, Contains, Starts with, Ends with, Exists, Does not exist
• Number and Date fields - Shows Equals, Not, Greater than, Less than, Exists, Does not exist

Below each search option, you'll see a plain-language explanation of what it does, making it easier to understand how your search will work.

Depending on the field type you are searching on, you will see various options, these include:

Equals

Match the Value entered exactly, e.g. for searching for only fields with London against a city, you would add London etc.

Not

The Value entered must not match against the field, e.g. for searching for all cities that are not London, you would add London, which would return all other cities.

Exists

No Value is required for this option, it will simply check that the field exists against the member, regardless of its value.

Does not exist

No Value is required for this option, it will simply check that the field does not exist against the member, meaning it has never had a value added.

Contains

This will search for any records which have the Value added somewhere in the field, e.g. for finding a word inside a text entry field, such as the notes field, e.g. setting the Value to resigned would return any notes where the word resigned was entered.

Starts with

This will only return matching records where the Value added exists at the start of the value against the record, e.g. to find any surnames where John is at the start of the value, this would then return John, Johnson etc. 

Ends with

This will only return matching records where the Value added exists at the end of the value against the record, e.g. for searching for all counties/states which have "shire" in the value then add shire to the Value field.

Greater than

For date fields, this will find records where the date is after the date you select, e.g. to find all records where the Joining Date is after 1st January 2000, select 2000-01-01.

For number fields, this will find records where the value is higher than the number you enter.

Less than

For date fields, this will find records where the date is before the date you select, e.g. to find all records where the Joining Date is before 1st January 2000, select 2000-01-01.

For number fields, this will find records where the value is lower than the number you enter.

True

This is used for any fields where the checkbox is used, as this is stored as a boolean (true/false).

False

This is used for any fields where the checkbox is used, as this is stored as a boolean (true/false).

NOTE: A value for a checkbox field is only false if it was previously true, and then unticked, otherwise if the field was never ticked the field is not set against the member.

Some records and fields may have had some fields set as false during import/onboarding, but typically fields are not false until they have been unticked.

NOTE: Date fields provide a date picker for easy selection. Click the calendar icon to choose a date visually.

Combining Multiple Fields with AND/OR Logic

Additional fields can be added to create more complex searches. Each field now has an AND/OR dropdown that controls how it combines with the next field.

Example 1: Find active members who play golf OR tennis

• Set Status to "Active"
• Add field: "Interests - Golf" = True, set dropdown to OR
• Add field: "Interests - Tennis" = True

This will find all active members who have either golf or tennis (or both) selected.

Example 2: Find members in London who joined after 2020

• Add field: "Address - City" = London, set dropdown to AND
• Add field: "Joining Date" Greater than 2020-01-01

This will find only members who meet both criteria.

Important: The order of fields matters! Fields with OR between them are grouped together, then combined with other fields using AND. Think of it like building a sentence: "Find members who are (active AND registered) AND (play golf OR tennis) AND live in London".

To add more fields, press the + Add Field button at the bottom of the Fields section.

Once the fields have been populated press the green Submit button to run the filter. The Advanced Search panel will remain visible and sticky on the right side as you scroll through results, making it easy to refine your search.

After submitting your search, a Save Segment button will appear, allowing you to save this search for future use.

Date Calculations

The Date Calculations section allows you to create dynamic queries based on date arithmetic - things that cannot be expressed with a simple "greater than" or "less than" comparison against a fixed date.

To add a date calculation, click + Add next to the Date Calculations header. Each condition requires:

• A condition type (what kind of calculation to perform)
• A date field to calculate against (e.g. Date of Birth, Created At, or any custom date field)
• A value and/or time period depending on the condition type

Available condition types:

Age will be X in next Y days

Find members whose age (calculated from the selected date field) will reach a specific number within the next Y days. Useful for birthday milestone mailings.

Example: "Age will be 50 in next 30 days" using Date of Birth - finds members turning 50 in the next month.

Anniversary in next Y days

Find members whose anniversary of a date falls within the next Y days. This looks at the month and day only, regardless of the year.

Example: "Anniversary in next 14 days" using Joining Date - finds members whose joining anniversary is coming up in the next two weeks.

Time since is more than / less than / equals

Find members where the time elapsed since a date is more than, less than, or equal to a specified amount. The amount can be in days, months, or years.

Examples:

• "Time since is less than 3 months" using Created At - finds all new members who joined in the last 3 months
• "Time since is more than 2 years" using Last Logged In - finds members who haven't logged in for over 2 years
• "Time since is more than 90 days" using Updated At - finds members whose records haven't been updated in 90 days

Available date fields include Date of Birth, Created At, Updated At, Last Logged In, and any custom date fields defined in your member Profile or Data schemas.

Date calculations can be combined with other search criteria. For example, you could set Status to "Active", add a Membership filter, and add a date calculation to find active members of a specific membership type who are turning 65 in the next 30 days.

These segments are dynamic - they recalculate relative to today's date each time they are viewed, so a "turning 50 in next 90 days" segment will always show the current upcoming birthdays without needing to be updated.

Activity

The Activity section allows you to find members based on their activity in related areas - specifically their bookings, committee service, donations, and orders. This is useful for questions like "which members haven't booked an event this year?" or "who has made more than 2 donations?".

To add an activity condition, click + Add next to the Activity header. Each condition requires:

• A collection - Bookings, Donations, or Orders
• A condition - what to check (see below)
• A time period - All time, This year, or In the last X days/months/years

Available conditions:

Has made

Find members who have at least one record in the selected collection within the time period.

Example: "Bookings / Has made / This year" - finds all members who have booked at least one event this year.

Has not made

Find members who have no records in the selected collection within the time period.

Example: "Donations / Has not made / All time" - finds members who have never made a donation.

Count is more than / less than / equals

Find members based on the number of records they have. Enter a value to compare against.

Example: "Bookings / Count is more than / 2 / This year" - finds members who have booked more than 2 events this year.

Sub-filters

Each collection has optional sub-filters that let you narrow down which records are counted:

Bookings sub-filters:

• Event type - only count bookings for a specific type of event (e.g. Livery Dinner, Formal Meeting, Sport & Activity). This allows queries like "members who have booked a Livery Dinner in the last year".
• With guests - only count bookings where the member brought at least one guest.

Donations sub-filters:

• Frequency - only count donations of a specific frequency (One-off, Monthly, or Annually).
• Gift Aid - only count donations where Gift Aid was selected.

Note: For bookings, only confirmed bookings are counted - cancelled bookings are excluded from the results.

Examples:

"Active Liverymen who attended a Livery Dinner this year"

• Status: Active
• Membership: Liveryman (Active)
• Activity: Bookings / Has made / This year / Event type: Livery Dinner

"Members who haven't booked any event in the last 12 months"

• Status: Active
• Activity: Bookings / Has not made / In the last 12 months

"Members who made a Gift Aid donation this year"

• Activity: Donations / Has made / This year / Gift Aid ticked

"Members who brought guests to more than 2 events"

• Activity: Bookings / Count is more than / 2 / All time / With guests ticked

Activity conditions can be combined with all other sections (Status, Membership, Fields, Date Calculations) to build powerful segments. Like date calculations, these are dynamic - they evaluate against current data each time the segment is viewed.

To save a view press the Save Segment option shown highlighted above, this allows the search filter to be saved for later use. This opens a dialogue window where the name of the search can be entered and saved.

Once the segment has been saved the left hand panel will update with the new segment name. Shown below is the segment created and saved previously.

Segments can be managed by pressing the Manage Segments link, this will show all segments saved, with the ability to rename or delete them.