How to Create and Manage Smart Lists in GoHighLevel

If you manage contacts across tools like ClickUp and CRM platforms, learning Smart Lists in GoHighLevel will help you segment and organize your data with precision. This guide walks you step by step through creating, filtering, saving, and managing Smart Lists so you can quickly access the exact contacts you need.

Smart Lists are dynamic, filter-based views of your contacts. Instead of exporting and sorting spreadsheets, you build rules once and reuse them whenever you open your contacts screen.

What Are Smart Lists in GoHighLevel?

In GoHighLevel, a Smart List is a saved set of filters applied to your contact database. Whenever a contact meets the criteria, it appears in that Smart List automatically.

Smart Lists are ideal for:

• Targeting leads by pipeline stage or status
• Re-engaging specific segments based on tags or campaigns
• Filtering out test data and junk entries
• Focusing on contacts from particular sources or locations

The benefit of Smart Lists in GoHighLevel is that they are always up to date. As contact data changes, the list updates without manual work.

Accessing Contacts and Smart Lists in GoHighLevel

Before creating a Smart List, you must open the contacts area inside your GoHighLevel account.

1. Log in to your GoHighLevel dashboard.
2. From the left-hand navigation menu, click Contacts.
3. The default view will show all contacts with a filter pane at the top and a list of existing Smart Lists on the left side.

This is where you will build and manage Smart Lists for your account.

How to Create a New Smart List in GoHighLevel

Creating a Smart List in GoHighLevel is done by applying filters and saving them. Follow these steps to create your first list:

1. Open Contacts

   In the GoHighLevel sidebar, click Contacts to ensure you are in the main contact view.

2. Apply filters

   At the top of the contacts table, locate the filter fields. Common filter options include:

   • Name, email, phone, and company
   • Tags
   • Pipeline, opportunity stage, and status
   • Contact owner
   • Created date and last activity

   Select one or more filters that match the contacts you want to see. The results will update instantly.

3. Fine-tune the results

   Adjust or add filters until the contact list shows exactly who you want to include. You can combine multiple conditions such as tag plus pipeline stage or contact owner plus status.

4. Save as Smart List

   When you are satisfied with the filtered list, look for the option to Save this view as a Smart List. Enter a descriptive name, such as “Warm Leads – Facebook Ads” or “Active Clients – North Region”.

5. Confirm and save

   Click the confirmation button to store the new Smart List in GoHighLevel. It will now appear in the Smart Lists panel for future use.

Key Smart List Filters in GoHighLevel

Smart Lists are based completely on filters. Understanding which filters to use is crucial for effective segmentation inside GoHighLevel.

Contact Detail Filters in GoHighLevel

Use contact detail filters when you want to narrow your Smart List by basic information:

• Name and email – Locate specific contacts or companies quickly.
• Phone and company – Segment by business or direct line.
• Location-based fields – Focus on regions, states, or countries for localized outreach.

Tag and Status Filters in GoHighLevel

Tags and statuses are powerful for campaign targeting:

• Tags – Group contacts by interests, campaigns, events, or behaviors.
• Contact status – Filter by statuses such as lead, customer, lost, or unqualified.
• DND (Do Not Disturb) – Exclude or focus on contacts with DND enabled for specific channels.

Pipeline and Opportunity Filters in GoHighLevel

Sales teams rely on Smart Lists to see who is in each stage of the pipeline:

• Pipeline – Filter by a specific pipeline if you manage multiple sales flows.
• Stage – View contacts in certain stages such as New, Qualified, or Won.
• Opportunity status – Quickly isolate open, won, or lost deals for follow-up.

Owner and Source Filters in GoHighLevel

These filters are valuable for performance tracking and traffic attribution:

• Contact owner – View contacts owned by a specific team member.
• Lead source – Filter by funnel, ad platform, or specific campaign.
• Created date – See all contacts added within a certain time frame.

Managing Existing Smart Lists in GoHighLevel

Once you create Smart Lists, you can manage them directly from the contacts screen in GoHighLevel.

Renaming a Smart List

To keep your workspace organized, rename lists when their purpose changes.

1. Open Contacts in GoHighLevel.
2. Locate your Smart List in the left-hand list panel.
3. Click the menu or edit icon next to the Smart List name.
4. Select the option to Rename, enter a new name, and save.

Editing Filters on a Smart List

When your segment criteria changes, you can update the filters of a Smart List.

1. Select the Smart List from the left panel.
2. Review the active filters at the top of the contact table.
3. Add, remove, or modify filters as needed.
4. Save the changes so the Smart List in GoHighLevel always reflects your updated rules.

Deleting a Smart List

If a Smart List is no longer needed, remove it to reduce clutter:

1. In the GoHighLevel contacts area, hover over the Smart List.
2. Click the delete or trash icon attached to that list.
3. Confirm deletion. Only the saved view is removed; the underlying contacts remain in your database.

Best Practices for Smart Lists in GoHighLevel

To get the most from Smart Lists, follow these simple best practices inside GoHighLevel:

• Use clear naming conventions – Include purpose, stage, and source in list names.
• Limit overlapping lists – Avoid dozens of lists that serve the same function.
• Review lists regularly – Audit and adjust filters to match your current workflows.
• Combine filters strategically – Stack filters like tag, status, and pipeline stage for highly targeted views.

Additional Resources

For the official product documentation on Smart Lists, review the original guide from GoHighLevel here: How to Create & Manage Smart Lists.

If you want strategic help implementing CRM processes, automation, and GoHighLevel setups alongside your broader marketing stack, you can learn more at Consultevo.

By using Smart Lists effectively in GoHighLevel, you can keep your contact data organized, segment audiences with precision, and ensure your outreach is always focused on the right people at the right time.

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