Smart Lists
What Are Smart Lists?
Smart Lists are saved filters that group contacts based on their tags, fields, or activity. They're how you select the right audience when sending a campaign or reviewing your data.
The key thing about Smart Lists is that they're dynamic — they update automatically as contacts gain or lose tags. So a Smart List of "all contacts with the newsletter-subscriber tag" will always be current, even as new people sign up.
Your Pre-Configured Smart Lists
We set up your initial Smart Lists during onboarding — typically one for each major segment (members, newsletter subscribers, waiting list, etc.). Your onboarding guide lists exactly what's been created for your club.
Always send marketing emails using a Smart List rather than selecting contacts manually. The lists are pre-filtered for GDPR consent, so you stay compliant without thinking about it.
Keeping Smart Lists Up to Date
Smart Lists based on imported data include a date in their name — for example, "Club Members 26.02.26". This tells your team when the list was last refreshed with new data.
When you import new data or refresh a list, update the date in the name so everyone knows how current it is.
How to rename a Smart List
- Go to Contacts in the left-hand menu
- Click the three-dot menu in the top right and select Manage Smart Lists
- Find the Smart List and click the pencil (edit) icon
- Change the date to today's date (format: DD.MM.YY)
- Save
Creating Your Own Smart Lists
You can create additional Smart Lists whenever you need them:
- Go to Contacts
- Click More Filters
- Set your filter conditions — you can filter by tags, custom fields, activity dates, pipeline stage, and more
- Combine conditions with AND (all must match) or OR (any can match)
- Click Save as Smart List and give it a name
Examples of Smart Lists you might create
| Smart List | Filter Logic | What It's For |
|---|---|---|
| Newsletter Recipients | Tag = gdpr-marketing-yes AND Tag = newsletter-subscriber | Who to send newsletters to |
| Membership Prospects | Tag = interest-membership AND Status is not Won/Lost | Active membership leads |
| Follow-Up Overdue | Last activity more than 7 days ago AND not Won | Safety net for leads going cold |
| Brochure Downloads | Tag contains "brochure-" | Everyone who's downloaded any brochure |
Using Smart Lists for Campaigns
When you want to send an email — a newsletter, a promotion, an event invitation:
- Go to Marketing > Campaigns
- Create your campaign
- When selecting recipients, choose your Smart List
The Smart List handles the targeting for you. Because it's filtered by GDPR consent tags, you're automatically compliant.
See Email Marketing for full details on creating and sending campaigns.