Lead Segmentation: Organizing Your Lists
Imagine a pile of 1,000 business cards on your desk. Some are hot prospects, some are old contacts, and some already bought from you. If they all sit in one pile, you are paralyzed. Segmentation is the art of filing those cards into the right folders. The Ultimate Spin Wheel plugin includes a built-in lead pipeline that acts like a set of digital folders, helping you organize the leads captured by your wheel. This guide explains the built-in stages and how to use them.
The pipeline lives on the Leads screen. Across the top of the table you will see a row of tabs — All, New, Follow-up, Purchased, Archived, and Trash — and each lead carries a Status that decides which tab it appears under. The entire pipeline is available in the free plugin.
The Built-In Stages (Folders)
Every lead is assigned a stage. Click a tab to see only the leads in that folder. The stages are:
- All: A combined view of every active lead (everything except Trash).
- New: The default. Every visitor who spins starts here — “I haven’t looked at this person yet.” Your goal is to empty this folder regularly by moving leads to Follow-up, Purchased, or Archived.
- Follow-up: “This person needs personal attention.” If someone wins a big prize, move them here and send a personal email rather than letting an automated flow handle them.
- Purchased: “Mission accomplished.” Your best customers — the ones who redeemed a prize and bought. This folder is your hall of fame. (You set this stage yourself; there is no automatic WooCommerce detection in the plugin.)
- Archived: “Done with this one for now.” Use it to keep your New view clean — for example, after you export a batch to your email tool, archive them so you do not accidentally export the same people twice.
- Trash: A soft-delete folder. Leads moved here are hidden from every other tab but are not gone until you erase them permanently.
Note: The source markdown referred to a “Processed” folder. The actual plugin ships an Archived stage instead — use Archived for that “already handled” meaning.
Moving Leads Between Stages
Move a single lead
- Find the lead’s row in the table.
- Open the Status dropdown in that row.
- Pick the new stage (for example, “Archived”). The change saves instantly — there is no separate Save button.
You can also use the trash icon at the end of a row to send a single lead to Trash, and — while viewing the Trash tab — restore it back to New or delete it permanently.
Bulk actions
- Tick the checkbox on each lead you want, or the header checkbox to select the whole page.
- A “Bulk Operation Active” panel appears at the top showing how many leads are selected.
- Click Send to Trash to move them all at once. (Inside the Trash tab this button reads Erase Data and deletes the selected leads permanently.)
The bulk panel handles trashing and permanent deletion. To move a batch into Follow-up, Purchased, or Archived, change each row’s Status dropdown — a common step after running a CSV/Excel export.
Why Organization Matters
A messy list causes analysis paralysis. If you open the Leads screen and see 5,000 rows with no idea who is new, you feel overwhelmed and do nothing. But if you click the New tab and see 12 people, you think “I can handle 12” — and you act. Keeping your New folder small turns the dashboard from a storage unit into a to-do list.
A Weekly Clean-Up Routine
- Monday morning: Log in and open the New tab.
- Prioritize: Spot any big-prize winners, move them to Follow-up, and email them personally.
- Export: Export the rest to your CRM or email tool.
- Archive: Change the remaining New leads to Archived so they stop cluttering the New view.
- Zero inbox: Enjoy an empty New folder, ready for the week’s traffic.
Frequently Asked Questions
Which stages are available?
The pipeline ships with five built-in stages — New, Follow-up, Purchased, Archived, and Trash — plus an All view that combines every active stage. These cover the vast majority of e-commerce workflows.
Does moving a lead to Trash delete it?
No. Trash is a soft delete — the lead is hidden from the other tabs but stays in the database. It is only removed when you permanently delete it (the Delete row action, or Erase Data in a bulk operation). You can also restore a trashed lead back to New from the Trash tab.
If I change a lead’s stage, does it change in Mailchimp or my CRM?
No. Stages are internal to the WordPress dashboard. They help you organize your work and do not trigger any calls to external services.
Is the Purchased stage set automatically?
No. You move leads into Purchased manually via the Status dropdown. The plugin does not watch WooCommerce orders to reassign stages on its own.
What about notes and stage history?
Moving leads between stages, bulk trashing, and export are all free. Per-lead notes and the visible status-change history timeline are (Pro) features shown in the expanded row.
Related Documentation
- Leads Dashboard Overview: Tour the Leads screen and its tabs, filters, and controls.
- Managing Individual Leads: Work with a single lead — status, blocking, and details.
- Filtering Leads: Narrow the list by search, campaign, result, and date.
- Exporting Leads: Download your leads as CSV or Excel for your CRM.
Conclusion
Segmentation is the difference between hoarding data and managing relationships. By filing every lead into New, Follow-up, Purchased, Archived, or Trash, you make sure each one gets the attention it deserves and keep your dashboard focused on the leads that need action today. If you need help, visit the wowDevs support center.