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Your ICP configuration tells Swan which companies and people are worth pursuing, and where each company stands in your pipeline. It has three parts: segments, personas, and funnel stages.

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Segments (your ICP)

A segment defines a target market by firmographics: industry, customer type (B2B, B2C, or both), revenue range, employee count range, and headquarters locations. Locations are country- or region-level (a country code, or a broad region like North America or Europe) — a specific state or city can’t be a location filter; describe finer geography in the segment’s description instead. An organization can have up to 8 segments. Every company Swan works with gets evaluated against your segments and lands in one of three states:
  • ICP — matches one of your segments.
  • Non-ICP — has been evaluated and doesn’t fit any segment.
  • Unclassified — hasn’t been evaluated yet.
If you haven’t defined any segments, every company stays unclassified — triggers still fire, but they can’t filter by ICP fit, and any Slack notifications tied to a company reaching your target market won’t fire either, since there’s nothing to match against. Segments can’t be archived or paused, only deleted or edited. There’s no dedicated admin gate on segment configuration today — any member can create, edit, or delete segments and personas. Where: manage segments at agent.getswan.com/knowledge/icp — the list of existing segments, with a “Create ICP Profile” button (disabled once you hit the cap of 8). Each segment opens at https://agent.getswan.com/knowledge/icp/{profileId} for editing.

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Personas

A persona represents a role in the buying committee — the roles you actually want to reach at a matching company, along with a description of what they care about and a value proposition tailored to them. Each persona has a maximum contacts per company setting (default: 1), which caps how many people matching that persona Swan will pull in from a single company. Raise this if you want to reach multiple people in the same role-type at larger accounts. Where: personas are added and edited from within their segment’s page (https://agent.getswan.com/knowledge/icp/{profileId}), not on a separate personas screen. When the agent enriches or evaluates a contact against a persona, it records a short fit reason — its explanation for why (or how well) this person matches.

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Funnel stages

Funnel stages are your pipeline, defined per organization: an ordered list of stages, each with a name, a definition (what qualifies a company for this stage), and a strategy (what Swan should do with companies here). You can move a company between stages yourself from the company’s page (https://agent.getswan.com/companies/{companyId}, editable Stage field), by dragging its card on the Accounts board view, or ask the agent to do it. A stage can be flagged as requiring approval. If it is, the agent can’t move a company into that stage on its own — it has to raise a task for a teammate to approve the move first, rather than acting unilaterally. This is useful for stages that gate something consequential, like moving into active outreach. Where: add, edit, or delete stages — including this flag — at agent.getswan.com/knowledge/funnel, or inline from the Accounts board view. Every stage change is recorded as a transition: which stage a company moved from and to, whether it was a manual move, an agent decision, or the result of a stage being deleted, and — for agent-driven moves — which run caused it. This gives you a trail for “what moved this company to Aware” style questions.

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Common questions

What happens to companies in a funnel stage I delete? They’re migrated off that stage; the transition history records the change so you can see it happened. Do I need to pause outreach before changing my ICP segments? No — there are no blocking rules tying segment edits to active sequences. Can I require approval for every stage, not just one? Yes — the requires-approval flag is set per stage, so you can turn it on for as many stages as you want. Does raising the max-contacts-per-persona setting affect companies Swan already processed? No, it only changes how many contacts get pulled going forward; it doesn’t retroactively add contacts to companies already evaluated. If a company matches more than one segment, which one does it get assigned? A company can only be assigned to one segment at a time. When it fits several, the agent picks the single best-fit segment using its own judgment (and records a short reason) — there’s no automatic priority ranking or first-match rule, and the latest classification overwrites any earlier one. That’s why segment definitions should be distinct enough to avoid overlap: treat overlap as a sign to tighten the definitions rather than something Swan resolves deterministically for you.