How to Create Smart Lists in GoHighLevel

The big difference between a regular list and a Smart List is movement. A static list is frozen the moment you create it. Add new contacts later, and they won’t show up unless you rebuild the list from scratch.

Smart Lists fix that problem. They update in real time based on the rules you set. If someone signs up today and matches your filters, they’re added right away. If a contact no longer fits, they drop off without you lifting a finger.

This makes your CRM far more reliable. You can run a campaign on Monday, and anyone who joins on Tuesday is still included if they meet the rules. Once you learn how to create smart lists, you’ll see they’re built to save time and keep your data fresh.

Smart Lists aren’t just a neat feature. They’re a real solution to everyday problems inside your CRM.

When you create smart lists, you get instant time savings. Instead of cleaning contacts by hand, the system does it for you. That means less admin work and more focus on running campaigns that bring results.

They also make your targeting sharper. Want to reach only contacts who opened an email in the past 30 days? Or people who booked a call but haven’t purchased yet? Smart Lists handle that without the extra steps.

Smart Lists help sales reps know who to call, when to call, and what’s next. For agencies, they bring order to client chaos and make reporting less painful. In short, Smart Lists make your CRM do its job without getting in your way.

Getting started with Smart Lists is simple once you know where to look. Follow these steps to create smart lists the right way:

To start, make sure you are logged in to your GoHighLevel sub-account.

The Main Menu on the Left side of your screen has all the main areas that you work in when using GHL

1.1 Click on the “Contacts” menu item.

• You’ll now be in the main Contacts section, where you can find all your contacts.

1.2 You’ll be taken automatically to the Smart Lists page.

1.3 Make sure the ‘All’ tab is selected if other Smart Lists exist, so you can see all your contacts.

1.4 Click on the “More Filters” button.

Once you have opened the “More Filters” menu, you can choose from a list of different filters to narrow down your contacts.

2.1 Select one or more filters from the dropdown menu on the right side of the screen.

• You can choose from various options like “Email,” “Tags,” “City,” “Last Activity,” and many more.

After you have chosen a filter, you will need to input the specific details for that filter.

3.1 After choosing a filter, enter the required information.

3.2 Click on the “Apply” button to add your chosen filter to the search.

You can add multiple filters to your list and save them as a permanent Smart List for future use.

4.1 To add more filters, select the “AND” option.

4.2 To permanently create smart lists with your filters, click “Save as smart list” at the bottom of your screen.

The final step to create smart lists is to name your newly created list so you can easily find it later.

5.1 Give your Smart List a clear and simple name.

• For example, if you filtered for all contacts in New York, you could name the list “New York Contacts.”

5.2 Click Save

• You will now see a new tab at the top of your Contacts dashboard with the name you chose.

This is the Smart List you’ve just created, and you can see all the contacts that meet your filter criteria. This makes it super easy to access your targeted contacts with just one click.

Learning how to create smart lists in GoHighLevel is just step one. Creating the list is easy. Using it right is what makes the difference:

• Use filters and tags together. Tags are one of the most flexible tools in GoHighLevel. When you pair them with the filters you use to create smart lists, you can build super-targeted groups that update in real time.
• Clone lists, don’t start over. If you’re building the same kind of list more than once, stop. Clone a Smart List that already works and tweak the filters. It’s faster and keeps your process clean.
• Tie Smart Lists to workflows. Want follow-ups to happen automatically? Connect Smart Lists to your automations so things fire off the second someone enters or leaves a list. That’s where a good GoHighLevel setup Smart Lists strategy really pays off.
• Watch your filters. If your list comes up empty, check your AND/OR rules. Too many filters can block the right contacts. Loosen the logic and see what opens up.

These small tweaks will keep your Smart Lists running smooth and help you avoid the “where is everyone?” moment. It’s not just about knowing how to setup Smart Lists, but using them with purpose.

Once you know how to create smart lists, the real value shows up in how you use them. Here are some common ways agencies and businesses put them to work:

• Re-engagement campaigns. Create a smart list for contacts who haven’t opened an email in the last 90 days. Drop them into a win-back sequence and bring cold leads back to life. This is where knowing how to create smart lists for behavior-based filtering makes all the difference.
• Segmented marketing. Want to target recent buyers with an upsell offer? Or build a list of event attendees who didn’t book a call? With a solid GHL setup Smart Lists approach, it’s easy to pull those groups in seconds.
• Sales prioritization. Build a smart list of hot leads who visited your funnel pages or opened multiple emails. Your sales team gets a clean list of who to call first.
• Customer support. To keep an eye on clients with multiple open tickets, create Smart Lists for accounts flagged with service tags. It helps your team stay ahead of churn risks.

Smart Lists aren’t just about organizing contacts, they’re about using live data. With the right GoHighLevel setup Smart Lists strategy, you can guide marketing, sales, and service in real time.

When you create smart lists the right way, you’ll see the difference fast. Here’s what most teams discover:

• A cleaner CRM. Outdated contacts? Gone. Smart Lists keep your contacts organized automatically. No manual cleanups required.
• Smarter campaigns. This happens when you target the right people. That means better open rates, more clicks, and higher conversions.
• Faster sales. Reps know who to call and when. That means less time guessing and more time closing.
• Stronger client retention. By filtering for signs of churn, you can jump in before a client drifts off. It’s like an early warning system built into your CRM.

Smart Lists aren’t just helpful. They’re how your CRM finally starts working for you instead of slowing you down.

When you create smart lists in GoHighLevel, your CRM starts working for you instead of against you. The lists update on their own, so you don’t waste time cleaning data or building new lists from scratch.

Smart Lists give you cleaner contacts, better campaign results, and easier follow-ups for sales. They also help you spot churn risks before they become real problems.

If you haven’t tried them yet, open your Contacts menu and create Smart Lists for your contacts. Once you see how simple it is, you’ll use them every day.