Smart Lists

Smart Lists are dynamic saved lists that automatically find members matching a set of filter conditions. Unlike static lists where you manually add people, smart lists re-evaluate their criteria every time you open them, so the results are always up to date.

Use smart lists to identify new visitors, track attendance patterns, find members missing contact information, segment people by giving history, and more. You can then take action on the results by sending emails, SMS messages, or exporting to CSV.

Built-in Smart Lists

When you first visit the Smart Lists page, the platform automatically creates several built-in lists to get you started:

New Visitors (Last 30 Days) — people with visitor status who joined within the last 30 days
Birthdays This Week — members whose birthday falls during the current week
Absent 3+ Weeks — active members who have not attended in the last 21 days
Members Without a Team — active members not assigned to any team
Recent First-Time Guests — people who first attended in the last 30 days and came only once

Built-in lists are labeled with a System badge. They cannot be deleted, but you can edit their filters, pin or unpin them, and duplicate them to create your own variations.

Creating a Smart List

Open the Smart Lists page

From your admin dashboard, navigate to People in the sidebar and select Smart Lists. You will see any existing lists displayed as cards. Click the New List button in the top right corner.

Name your list

Give your smart list a descriptive name, such as “Active Members Without Email” or “Visitors Last 90 Days.” You can also add an optional description to help other admins understand the list's purpose.

Add filter conditions

The filter builder lets you define the criteria for your list. Each condition consists of four parts: a category, a field, an operator, and (for some operators) a value.

Select a category (Profile, Attendance, Involvement, or Giving)
Choose a field within that category
Pick an operator (such as “is,” “is not,” “at least,” or “within last”)
Enter a value if the operator requires one

Click Add Condition to add more filter rules. You can add as many conditions as you need.

Choose AND or OR logic

When you have more than one condition, you can toggle the logic between All conditions match (AND) and Any condition matches (OR) by clicking the logic pill above your conditions. AND means a member must satisfy every condition to appear in the list. OR means a member only needs to satisfy at least one condition.

Use the live preview

As you build your filters, the preview panel on the right side updates automatically (with a short delay) to show how many members match and a sample of the first five results. This lets you validate your filters before saving.

Save the list

Click Save List. You will be returned to the Smart Lists index page where your new list appears as a card showing the list name, description, member count, and when it was last refreshed.

Tip

You can also create sub-groups within your filter conditions for more advanced logic. For example, you could build a list where the top-level logic is AND, but one of the conditions is a sub-group using OR. Sub-groups support one level of nesting.

Filter Categories and Fields

The filter builder organizes fields into four categories. Here is every available field and its operators:

Profile

Membership Status — is / is not (Visitor, Member, or Inactive)
Has Email — yes / no
Has Phone — yes / no
Has Address — yes / no
Has Directory Photo — yes / no
Birthday — is this week / is this month / before a date / after a date
Marital Status — is / is not (Single, Married, Divorced, or Widowed)
Member Since — before / after a date, or within last N days/weeks/months
City — is / contains
State — is
Zip Code — is / starts with

Attendance

Attendance Count — at least / at most / exactly N times within a time period
Has Not Attended — in the last N days/weeks/months
Attended Event — attended a specific event
First Attended — within the last N days/weeks/months

Involvement

Team — is on / is not on a specific team
Group — is in / is not in a specific group
Role — has role / does not have role (from your organization's defined roles)
Any Team — is on a team / is not on any team
Any Group — is in a group / is not in any group

Giving

Has Donated — in the last N days/weeks/months
Total Giving — at least / at most a dollar amount within a time period
Has Not Given — in the last N days/weeks/months

Note

Time-based filters (attendance count, giving, member since) let you specify the time window in days, weeks, or months. For example, “Attendance Count at least 3 in the last 30 days” finds members who attended three or more times in the past month.

Viewing Smart List Results

Click any smart list card from the index page to view its results. The results page shows:

The list name, description, and a summary of its filter conditions displayed as pills
The total number of members matching the filters
A paginated table of matching members showing their name, email, and membership status

Results are paginated with 25 members per page. Use the Previous and Next buttons to navigate through pages. You can click the Refresh button to re-run the query and update the results.

Click the eye icon on any row to open a quick-view dialog showing that member's full profile details without leaving the smart list page.

Bulk Actions

You can select members from the results table to perform bulk actions. Use the checkbox on each row, or the checkbox in the header to select all members on the current page. When members are selected, a floating action bar appears at the bottom of the screen with the following options:

Email — navigate to the communication page with the selected members pre-filled as recipients
SMS — navigate to the communication page with the selected members pre-filled for text messaging
Export CSV — download a CSV file containing the first name, last name, email, phone, and membership status of the selected members

Tip

After selecting all members on the current page, a “Select all” link appears that lets you extend the selection to every matching member across all pages.

Editing a Smart List

To modify an existing smart list, you can either click the Edit Filters button on the results page, or open the action menu (three dots icon) on the list card and select Edit. The filter builder opens with the current name, description, and conditions pre-filled. Make your changes and click Update List to save.

Managing Smart Lists

Each list card on the index page has an action menu (three dots icon in the top right) with the following options:

Pin / Unpin — pinned lists appear in a separate section at the top of the Smart Lists page for quick access
Pin to Dashboard / Unpin from Dashboard — pinning a list to the dashboard surfaces it on your main admin dashboard with a live member count and a preview of the first five matching members
Edit — open the filter builder to modify the list
Duplicate — create a copy of the list with all the same filters, which you can then rename and modify
Delete — permanently remove the list (requires confirmation). This option is not available for built-in system lists.

Warning

Deleting a smart list is permanent and cannot be undone. The deletion removes the saved list and its filter criteria only; it does not affect any member records.

Permissions

Smart Lists are a subscription feature that must be enabled for your organization. Within that feature, access is controlled by permissions:

smartLists.view — required to see the Smart Lists page and view list results
smartLists.create — required to create new smart lists
smartLists.edit — required to edit existing lists, toggle pins, duplicate, or delete

If you do not see the Smart Lists option in your People menu, contact your organization administrator to verify that the feature is enabled and that your role has the appropriate permissions.