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Smart lists

How to create and save a smart list of contacts

In Contacts › Smart Lists, click Add Smart List, apply the filters that define the group (tag, date, custom field…) and click Create. The list updates itself whenever a contact starts or stops matching the filters.

Updated on

Before you start

  • You need access to Contacts. To manage smart lists (rename, share, delete), your user also needs access to Settings.
  • A smart list is a saved filter: you can't add contacts by hand. To get a contact into a list, give them the tag or value the list filters on.
Where to find it

Contacts › Smart Lists › Add Smart List

Step by step

Create the list

  1. In the left menu, click Contacts and open the Smart Lists tab.
  2. Click Add Smart List.
  3. Click Advanced Filters and choose the field (for example, Tags), the operator (for example, "includes") and the value (for example, "vip-customer").
  4. To add more conditions, use Add Nested Filter (all must be true — AND) or Add Filter (any one is enough — OR).
  5. Click Apply and check the contacts that appear.
  6. (Optional) In Manage Fields, choose and order the columns you want for this list.
  7. Click Create (or the save icon), name the list and confirm. The list now appears as a tab at the top of Contacts.

Change the filters of an existing list

  1. In Contacts, click the list's name at the top to open it.
  2. Click Advanced Filters and edit a filter with the pencil icon, or remove it.
  3. Click the save icon to keep your changes (including column order).

Rename, copy, share or delete

  1. In Contacts › Smart Lists, click the three-dot menu next to Add Contact.
  2. Choose Manage Smart Lists.
  3. In the actions column, use the icons to copy the list, share it with other users, edit the name (pencil) or delete it (trash can).

Tips

  • Useful examples: "No activity in over 90 days", "Birthday this month", "Tag website-lead and no appointment booked".
  • You can use a smart list as the audience for bulk sends. The list is calculated at send time, so it includes anyone who joined in the meantime.
  • In the bottom-right corner, choose to show 20, 50 or 100 contacts per page.

Common problems

  • I can't add a contact to the list → Smart lists don't accept contacts by hand. Give the contact the tag (or value) the list filters on and they'll join automatically.
  • My team can't see the list → Lists are created per user. Share it from Manage Smart Lists with the share icon.
  • Column order went back to how it was → After changing columns, save the list again; otherwise the last saved layout is kept.
  • I don't see Manage Smart Lists → Your user doesn't have access to Settings. Ask an admin.

Frequently asked questions

Does the list update by itself?

Yes. New contacts that match the filters join automatically, and contacts that stop matching drop out.

Can I move a list to another account?

No. Smart lists stay in the account where they were created.

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