What Is a Smart List?
A Smart List is a dynamic, filtered view of your Contacts. Instead of manually sorting through your entire database, Smart Lists allow you to instantly view Contacts who match specific criteria — such as:
Pipeline stage
Tags
Investment level
Desired market
Decision time frame
Lead source
Custom field values
Smart Lists are dynamic. This means as you create and update contacts, the Smart List will update automatically.
🔎 Example: if you filter by the custom field for State, specifically North Carolina and then add a contact in North Carolina, that contact will be automatically added to the Smart List you've created.
When a Contact meets the criteria, they appear in the list. When they no longer match, they are removed.
Think of Smart Lists as saved filters that work in real time.
Why Smart Lists Matter
Smart Lists allow you to:
Segment your database instantly
Send targeted campaigns
Identify stalled candidates
Monitor pipeline movement
Track specific candidate types
Keep your database organized
They are especially powerful when paired with automation and tagging.
How to Create a Smart List
To create a new Smart List:
Select Contacts on the left hand navigation
Select Smart Lists under the contacts header
Name your Smart List something to easily identify it
Using the Advanced Filters header, select what filters you need. Think states, franchises, investment amount, etc. as some common ways to filter your contacts.
You can also add a preset Sort. You can do alphabetical or oldest to newest created.
Next you want to identify what columns are most important to see. Click Fields and check the box next to the columns you want to see on your Smart List
Select Create in the bottom right corner
Your Smart List will now appear in your Smart Lists menu. Check this out in action below:
Common Smart List Examples
Here are strong starter Smart Lists:
• New Leads – No Pipeline Stage
• Discovery Phase Candidates
• Candidates with Liquid Capital Above $150K
• Decision Time Frame = 0–3 Months
• Tagged as Referral Partner
• No Activity in Last 30 Days
• Submitted to Brand but Not Awarded
Start simple. Build from there.
How Smart List Filters Work
You can filter by:
Standard fields (Name, Email, Phone)
Synced FranTracker™ fields
Tags
Custom fields
Date Created
Last Activity
Assigned User
Pipeline Stage
You can layer multiple filters together using AND / OR logic.
Example:
Placement Process Stage = Validation
AND
Liquid Capital > $200,000
AND
Decision Time Frame = 0–6 Months
This creates a highly targeted segment.
‼️ Important: Filters stay applied! If you apply filters inside Contacts, those filters remain active until removed.
This is the most common reason users believe contacts are “missing.”
Before troubleshooting:
Click Filter
Review active conditions
Remove filters
Click Apply
Or select Clear All (if available).
Always confirm filters are cleared before assuming a contact does not exist.
Editing a Smart List
To edit an existing Smart List:
Open the Smart List
Click Filters
Adjust criteria
Click Apply
Click Update Smart List (if prompted)
Changes update the list immediately.
Deleting a Smart List
To remove a Smart List:
Open the Smart List
Click the three-dot menu
Select Delete
Confirm deletion
Deleting a Smart List does not delete Contacts. It only removes the saved filtered view.
🪄 Best practices: Keep names clear and specific. Example: "Discovery - High Capital - 0-6 Months"
Avoid creating duplicate lists with slightly different names. Use Smart Lists instead of exporting data whenever possible. Review lists periodically to ensure filters still reflect your process. And combine Smart Lists with automations for maximum efficiency.
Pro Tip: Smart Lists vs Tags
Tags label Contacts. Smart Lists organize Contacts based on rules.
You do not need to create a tag for everything.
Often, a Smart List using existing fields is cleaner and more scalable.
If you’re unsure whether to use a tag or a Smart List, review the Tags vs Custom Fields article.