Filter in the contact database

With the filters in the contact database, you can filter contacts according to your needs. For example, you can narrow down sub-communities and analyze user behavior.

To access the filters: Log in to your beabee instance and click on Contacts in the sidebar. When you click on the Filters tab, a window will open where you can filter your contacts.

The basic principle of filters

There are a total of five different filter categories. The available filters depend on the selected category. Depending on your selection, additional relevant filters will be displayed. You can also choose whether the results must match all selected rules or whether it is sufficient for at least one of the selected rules to apply. This logic is particularly useful when combining multiple filters.

Contact information

Through the Contact information category, you can filter your contacts based on basic information and their behavior. This includes personal data such as first name, last name, and email address, newsletter preferences, as well as internal segmentations like tags.

Last seen

With this filter, you can track how actively your members or users are using the beabee member area. The filter shows whether and how regularly the member area is being used.

The following conditions are available:

is on / is not on Logged in on the specified date.
between / isn’t between Logged in within or outside the two specified dates.
before / after Logged in before or after the specified date.
before or on / after or on Logged in before, after, or exactly on the specified date.

Typical use case: How actively has the membership area been used within the last 30 days? → Last seen after or on [today -30 days]

Tags

Tags are flexible internal labels that allow you to categorize contacts individually. Unlike newsletter groups, which are directly linked to your newsletter tool, tags are used exclusively for the internal organization of your contact database. You can learn how to create tags and assign them to contacts here.

The following conditions are available:

includes The contact has the selected tag.
doesn't include The contact does not have the selected tag.
is empty No tags are assigned to the contact.
isn't empty At least one tag is assigned to the contact.

Typical use case: Filter contacts related to a specific project → Tags contains “Project XY”

Delivery opt-in

With Delivery opt-in you can filter whether a contact is reachable by post.

is yes
is no

Typical use case: Create a target group for print mailings → Delivery opt-in is yes.

Recurring Contributions

With Recurring contributions, you can analyze contacts based on their memberships and regular payments.

Recurring contribution type

Here you can distinguish how a contribution is made.

The following conditions are available:

is The payment matches the selected payment type.
is not The payment does not match the selected payment type.

These can be combined with the following payment types:

Automatic → The payment is made automatically (e.g. via a payment provider)
Manual → The payment was recorded manually
Gift → The contribution is recorded as a gift for the contact and is not paid by the contact themselves (e.g. in the case of a gift subscription). This type must be entered manually.
None → No recurring contribution exists

Typical use case: Find contacts without a regular contribution → Recurring contribution is None

Manual payment sources are not part of beabee’s default settings and must be configured individually if needed.

If you would like to set up payment sources or have any questions about them, please contact support@beabee.io. We will be happy to help you configure the desired options correctly.

Recurring contribution monthly amount

Here you can filter based on the amount of your contacts’ monthly contribution:

is / isn't The specified amount in the free text field.
between / isn't between The contribution is within or outside the two specified amounts.
less than / more than The contribution is below or above the specified amount.
at most / at least The contribution is not higher than or is at least as high as the specified amount.

Typical use case: Identify high-value members → Recurring monthly contribution is more than [amount]

Recurring contribution period

Here you can determine the time interval at which a contact makes their contribution.

The following conditions are available:

is The contact’s payment occurs within the selected interval.
is not The contact’s payment does not occur within the selected interval.

These can be combined with the following intervals:

monthly The contribution is made once a month.
annually The contribution is made once a year.

Typical use case: Analyze yearly contributions → Contribution period is annually

Recurring contribution cancelled

Here you can filter whether contacts have canceled their membership.

The following conditions are available:

is on / is not on The membership was ended on the specified date.
between / isn't between The membership was ended within or outside the two specified dates.
before / after The membership was ended before or after the specified date.
is empty There is no information about the end of a membership.
isn't empty There is information about the end of a membership.

Typical use case: Identify members who have canceled → Recurring contribution ended is not empty

Manual payment source

The contact does/does not use the specified payment source for their contribution. The desired payment source is entered in the free text field.

If you also want to find out whether a contact is making a contribution, you can alternatively use the Role filter category for this.

Manual payment sources are not part of beabee’s default settings and must be configured individually if needed.

If you would like to set up payment sources or have any questions about them, please contact support@beabee.io. We will be happy to help you configure the desired options correctly.

One-Time Contributions

The filter category One-time contributions includes all information about a contact’s one-time payments.

Made one -time contribution

With this filter, you can view all contacts who have made a one-time contribution.

yes / no A one-time contribution has / has not been made.

One-time contribution date

With this filter, you can track when contacts made a one-time contribution.

is on / is not on The date in the corresponding field.
between / isn't between The amount was donated within or outside the specified time period.
before / after The amount was donated before or after the specified date.
before or on / after or on The amount was donated before, after, or on the specified date.

Typical use case: Filter by average amount within a specific time period → between [date]

Total amount of one-time contributions (all time)

Here you can filter by the total amount a contact has donated overall. This total refers to the entire membership period and cannot be limited to a specific timeframe.

The following conditions are available:

is / isn't The specified amount in the free text field.
between / isn't between The contribution is within or outside the two specified amounts.
less than / more than The contribution is below or above the specified amount.
at most / at least The contribution is not higher than or is at least as high as the specified amount.

Typical use case: Identify high-value donors → more than [amount]

Average amount of one-time contributions (all time)

Here you can filter by the average contribution amount of your contacts. This total refers to the entire membership period and cannot be restricted to a specific timeframe.

The following conditions are available:

is / isn't The specified amount in the free text field.
between / isn't between The contribution is within or outside the two specified amounts.
less than / more than The contribution is below or above the specified amount.
at most / at least The contribution is not higher than or is at least as high as the specified amount.

Role

The Role filter category helps you filter contacts based on their permissions and how they use your instance. For example, you can see whether people have admin rights, have created an account, or currently have an active membership. This allows you to manage internal teams, analyze active members, or segment users in a targeted way.

Active role

Here you can filter contacts based on which role they have within your instance.

The following conditions are available:

is The contact has the selected role.
is not The contact does not have the selected role.

These can be combined with the following roles:

Member The contact only has access to the member area. If you have added a member to a CrowdNewsroom, they may also have permission to support you in evaluating one or more CrowdNewsrooms.
Admin The contact has access to all contact data and all functions within your instance.
Super Admin The contact has access to all contact data and functions within your instance. In addition, they have permissions that allow them, for example, to create API keys.

Typical use case: Control access rights → is Member / Admin / Super Admin

Active Membership

Here you can filter your contacts based on whether they have an active membership. An active membership exists when a contact makes a recurring contribution.

Active user

Here you can filter your contacts based on whether they are active users. A contact is considered an active user if they have created an account with a password.

Member since

With this filter, you can filter your contacts based on how long they have been members.

is on / is not on The date in the corresponding field.
between / isn't between The contact has been a member within or outside the specified time period.
before / after The contact has been a member since before or after the specified date.
before or on / after or on The contact has been a member since before, after, or on the specified date.

Member until

With this filter option, you can filter contacts based on how long they will remain members.

is on / is not on The date in the corresponding field.
between / isnt't between The contact is a member until within or outside the specified time period.
before / after The contact is a member until before or after the specified date.
before or on / after or on The contact is a member until before, after, or on the specified date.

CrowdNewsroom

The CrowdNewsroom filter category shows all CrowdNewsrooms that are set up in your instance. Here you can analyze your contacts based on responses or information from the selected CrowdNewsroom.

Response information

Here you can specifically filter contacts based on certain information from your selected CrowdNewsroom.

The following information can be selected:

Has participated? Displays all contacts who have or have not participated.
Date submitted The contact participated in the CrowdNewsroom at a specific time.
Assigned to The contact is / is not assigned to a specific reviewer.
Bucket Some or all responses of the contact are / are not located in the selected folder.
Tags Some or all responses of the contact contain / do not contain the selected tag.
Answers Some or all responses of the contact contain / do not contain the entered keyword.

Typical use case: Identify contacts who participated in a specific CrowdNewsroom → Has participated? is yes

Response answers

Here you can specifically filter contacts who selected a certain answer in your CrowdNewsroom. You can choose the question you asked in your CrowdNewsroom and the corresponding answer.

Typical use case: Use responses to identify common opinions or key thematic focuses.

Filter by date

For all filter options that work with dates (e.g. “contact since” or “last seen”), you can flexibly define time ranges.

In addition to the classic date picker, you can also use dynamic time values. These allow you to automatically filter relative time periods without entering a fixed date.

You can use the following format:

$now(d:-1) → shows all entries from the last 24 hours
$now(d:-7) → last 7 days
$now(m:-1) → last month
$now(y:-1) → last year

This is especially useful for recurring analyses, such as daily or weekly reports, where you don’t want to adjust the time range manually each time.

The filters can be useful

Create target groups for campaigns

Insight: More targeted delivery to specific interest groups.

You can make your campaign even more targeted by using a CrowdNewsroom as a filter. In this example, contacts are filtered based on those who selected a specific district in a CrowdNewsroom question. This allows you to send highly targeted campaign emails about local investigations or topics related to that district.

Analyze high-value supporters

Insight: High-value members for retention strategies or personalized outreach.

Segment contacts by CrowdNewsroom responses

Insight: Which contacts come from specific districts or response groups, and how your community is structured geographically or thematically.

Encourage one-time donors to switch to recurring contributions

Insight: These contacts are especially valuable because they have already demonstrated willingness to pay. They are ideal for campaigns aimed at encouraging repeat or recurring contributions.

Expiring membership soon

Insight: Which members’ subscriptions are about to expire.

You can save your filter combinations as segments. These segments are dynamic – meaning new or updated contacts are automatically included or excluded based on your criteria. Here you can learn how to create segments.

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Last updated 23 days ago