Smart Lists Setup

Smart Lists are dynamic contact segments that update automatically based on filters you define. Unlike static lists, they adjust in real-time as contact data changes, keeping your segmentation accurate without manual updates. This guide walks you through creating your first Smart List and configuring it for automated contact management.

Prerequisites

Before setting up Smart Lists, ensure you have:

• Access to a GoHighLevel sub-account
• Settings permission level (required to create and manage Smart Lists)
• At least a few contacts in your database to test with
• Basic understanding of your contact tagging system
• Knowledge of which custom fields you’re using (if applicable)

Access Smart Lists

Navigate to the Smart Lists section in your GoHighLevel account.

1. Log into your GoHighLevel sub-account
2. Click Contacts in the main navigation menu
3. Select Smart Lists from the dropdown or top navigation
4. You’ll see the main Smart Lists interface with any existing lists

This is your central hub for viewing, creating, and managing all dynamic contact segments.

Create Your First Smart List

Build a basic Smart List using filter criteria.

1. From the Contacts page, click Contacts/Smart Lists in the top menu
2. Click More Filters to open the filter panel on the right
3. In the filter dropdown, select your first filter criterion (for example, “Tags”)
4. Configure the filter details:
   • For Tags: choose “Has Tag” and select [Your Tag Name]
   • For Date filters: choose time ranges like “Last 30 days”
   • For Custom Fields: select the field name and enter [Your Value]
5. Click Apply to activate the filter
6. View the contacts that match your criteria in the main table

Your first filter is now active. Contacts matching this criterion appear in the list automatically.

Add Multiple Filter Conditions

Layer additional filters to narrow your segment.

1. With your first filter applied, click the AND button below the filter panel
2. Select a second filter from the dropdown (for example, “Last Activity”)
3. Configure the condition (for example, “More Than” and enter “30 days”)
4. Click Apply to add this filter
5. The contact list updates to show only contacts matching ALL conditions

Use AND logic when contacts must meet every condition. Use OR logic (available in the same location) when contacts need to meet at least one condition.

Save the Smart List

Store your filter configuration for future use.

1. Review the contact count to ensure your filters are working correctly
2. Click Save as smart list at the bottom of the filter panel
3. Enter a descriptive name like [Segment Name] (for example, “Active Leads - Last 30 Days”)
4. Click Confirm or Save
5. Your Smart List now appears in the Smart Lists dropdown menu

The Smart List updates automatically as contacts meet or stop meeting your criteria. No manual updates required.

Customize Column Display

Configure which contact fields appear in your Smart List view.

1. Open your saved Smart List from the Smart Lists menu
2. Click the column/field management icon near the top of the contact table
3. Drag and drop columns to reorder them based on your workflow needs
4. Check or uncheck field names to add or remove columns
5. Close the column manager to apply changes

Your column configuration saves automatically with the Smart List. Each Smart List can have its own custom column layout.

Set List Sharing Preferences

Control who can see and use your Smart List.

1. Click Manage Smart Lists in the top-right corner of the Contacts page
2. Find your Smart List in the management panel
3. Click the share icon next to your list name
4. Choose your sharing option:
   • Local (default): Only you can see and use this list
   • Global: All users in the sub-account can access this list
5. Confirm your selection

Share company-wide segments like “All Customers” or “Hot Leads” globally. Keep personal working lists or experiments local.

Test Your Setup

Verify your Smart List is working correctly.

1. Open your Smart List from the dropdown menu
2. Review the contact count and confirm it matches expectations
3. Open a contact from the list and verify they meet all filter criteria
4. Test dynamic updates:
   • Manually add a tag to a contact (if tag-based)
   • Wait 10-15 seconds and refresh the Smart List
   • Confirm the contact now appears in the list
5. Test removal by removing a tag or changing data to no longer meet criteria
6. Refresh and confirm the contact is removed from the list

If contacts aren’t appearing or disappearing as expected, review your filter logic (AND vs. OR) and confirm field names and values are exact matches.

Export Your Smart List (Optional)

Download your segment data for external analysis.

1. Open your Smart List
2. Ensure all filters are applied correctly
3. Click the Export button in the top-right area
4. Choose CSV format
5. Download the file to your computer

The export captures all contacts matching your criteria at export time. Use this for reporting, analysis, or importing into other systems.

Use in Campaigns and Workflows

Apply your Smart List to automated marketing.

For Email Campaigns:

1. Navigate to Marketing > Emails > Campaigns
2. Create or edit a campaign
3. In the recipient selection, choose your Smart List from the dropdown
4. Schedule or send the campaign

The recipient list generates at send time, ensuring accurate targeting even for scheduled campaigns.

For Workflow Triggers:

1. Navigate to Automation > Workflows
2. Create or edit a workflow
3. Add a trigger or filter condition
4. Select “Smart List Membership” or “Enters Smart List”
5. Choose your Smart List from the dropdown
6. Configure the rest of your workflow

Contacts automatically enter the workflow when they join your Smart List.

Next Steps

Now that your Smart List is set up, explore these related features:

• Bulk Actions: Apply tags, custom field updates, or workflow starts to everyone in a Smart List at once
• Workflow Integration: Trigger automated sequences when contacts enter specific Smart Lists
• Advanced Filtering: Combine multiple AND/OR groups for sophisticated segmentation
• Column Management: Create custom views for different use cases (sales follow-up, marketing campaigns, support tickets)

For detailed strategy, examples, and advanced techniques, see the full Smart Lists Guide.