Save Time – Automate segmentation instead of manually updating lists.
Enhance Targeting – Group contacts based on behavior, lead status, or engagement.
Improve CRM Organization – Keep your contact list structured and searchable.
Power Automation – Use Smart Lists in workflows for automated actions.
A Smart List is a dynamic contact list in HighLevel that updates automatically based on predefined filters and conditions. Unlike static lists, which remain unchanged unless manually updated, Smart Lists continuously adjust as new contacts meet (or no longer meet) the specified criteria. It allows users to customize and filter contacts based on specific conditions, such as custom fields. You can select which columns to display, and the Smart Lists update in real-time as contact data changes.
This feature can be found under the Subaccount → Contacts tab → Smartlists
Real-Time Updates: Contacts are automatically added or removed based on filters like tags, custom fields, engagement activity, or opportunity stages.
Automated Segmentation: Easily create lists of leads, active customers, or prospects without manual updates.
Advanced Filtering: Smart Lists allow you to apply multiple filters simultaneously (e.g., "Opened an email in the last 30 days" + "Has an open invoice").
Workflow Integration: Smart Lists can trigger automated workflows, ensuring personalized engagement at scale.
Creating a Smart List in HighLevel is a simple process that allows you to automatically segment contacts based on specific criteria. Instead of manually updating lists, Smart Lists ensure your contact groups stay organized and updated in real-time. Follow these steps to create your first Smart List:
Go to Contacts > Contacts/Smart Lists and hit "More Filters."
Pick one or multiple filters from the dropdown menu on the right side of your screen.
After choosing a filter, input the necessary details and click “Apply” to secure your filter.
To add more filters, select the “AND” option.
To permanently save your filter(s) as a list, click “Save as smart list” at the bottom of your screen.
Smart Lists can be modified, filtered, and managed to better align with your business needs. You can apply different filters, adjust conditions, or even duplicate existing lists for more refined segmentation.
To access your Smart Lists, go to the Contacts section and select a Smart List name from the top to open it.
If you want to modify an existing Smart List, open it, and you'll see the saved filters for that list on the right-hand side.
Select the trash can icon or the X. To modify a filter, click the pencil icon or the dropdown arrow to remove a filter. Use the Save icon to store your changes.
You can manage your Smart Lists by navigating to "Manage Smart Lists" at the top right of the Contacts page. This area lets you duplicate, share, rename, or erase/delete a SmartList using the icons on the right.
Create a list of all contacts that have never been or have not been contacted in the last 90 days.
1. Go to Smart List > Go to All Tab
2. Click More Filters
3. Type 'Last Activity' in the text box, which shows 'Add Filter.' You will see the 'Last Activity' filter as one of the options
4. Select the last activity filter. Once it is added. Click the 'More Than' radio button. Type in 90 days
5. Click on the column's dropdown. Select the Last Activity column
6. Press the + icon to name & save this list
