GoHighLevel Smartlists Guide

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How to Use GoHighLevel Smartlists for Custom Objects

If you manage complex CRM data in tools like ClickUp and want similar power inside GoHighLevel, smartlists for custom objects let you search, filter, and segment records with precision. This guide walks you through how to use smartlists for custom objects so you can quickly find, organize, and act on the exact records you need in your sub-accounts.

Smartlists are dynamic lists that update in real time based on filters and segments you define. When combined with custom objects, they become a flexible way to navigate non-standard data structures such as bookings, policies, memberships, or any other object your business requires.

What Are Custom Objects in GoHighLevel?

Custom objects in GoHighLevel allow you to store data that goes beyond standard contacts, opportunities, or companies. They are ideal when your business has unique entities like subscriptions, cases, or locations that need their own fields and relationships.

Each custom object can have:

  • Its own set of custom fields
  • Relationships to contacts, opportunities, or other objects
  • Records that appear across multiple sub-accounts

Smartlists make working with these custom object records easier by giving you a clean, filterable list view inside each sub-account.

Where to Find GoHighLevel Smartlists for Custom Objects

Smartlists for custom objects live inside the sub-account level of GoHighLevel. You do not manage them at the agency level; instead, each sub-account has its own lists based on the custom objects that have been assigned to it.

To locate them:

  1. Open the relevant sub-account in GoHighLevel.
  2. Go to the Custom Objects section (the exact label may vary depending on your setup).
  3. Select the custom object whose records you want to view.
  4. Access the Smartlists view or list tab for that object.

From here, you can create and manage smartlists that filter the records of the selected custom object.

How Smartlists Work with GoHighLevel Custom Objects

Smartlists for custom objects behave similarly to smartlists in other modules of GoHighLevel, but they operate within the data structure of each custom object. They are dynamic filters that automatically add or remove records based on the criteria you define.

Key points:

  • Smartlists are view configurations on top of the custom object records.
  • Filters and segments are applied to fields in the custom object (and sometimes related records).
  • Changes to a record that affect filter conditions will automatically update which smartlist it appears in.

How to Create a Smartlist for a Custom Object in GoHighLevel

Use the steps below to create a new smartlist for any custom object within a sub-account.

Step 1: Open the Custom Object Records

  1. Log into your GoHighLevel account.
  2. Switch to the sub-account where your custom object is active.
  3. Navigate to Custom Objects.
  4. Select the custom object (for example, Bookings or Policies).
  5. Open the list view of the object’s records.

Step 2: Add Filters

Filters narrow down which records appear in your smartlist:

  1. Locate the Filters panel or button in the custom object list view.
  2. Click to open filter options.
  3. Select one or more fields from the custom object (such as status, date, amount, owner, or any custom field).
  4. Choose a condition (equals, contains, greater than, before, etc.).
  5. Enter the specific value or range you need.

You can apply multiple filters together to create very targeted views. For example, you might filter records where Status = Active and Start Date is after a specific date.

Step 3: Save the Filtered View as a Smartlist

Once your filters are set:

  1. Click the option to Save or Save as Smartlist.
  2. Give your smartlist a clear, descriptive name so other users in the sub-account know what it contains.
  3. Confirm and save. The smartlist will now appear in the list of available views for that custom object.

This smartlist will automatically stay up to date whenever new records match your filters or existing records change.

Managing and Using GoHighLevel Smartlists for Custom Objects

After creating smartlists, you can manage them and use them in daily workflows to quickly find the right custom object records.

Switch Between Smartlists

Within a custom object’s list view:

  • Use the dropdown or tabs at the top of the screen to switch between existing smartlists.
  • Select a smartlist to immediately apply its filters and load the corresponding records.

Edit an Existing Smartlist

  1. Open the smartlist you want to change.
  2. Adjust filters (add, remove, or update conditions).
  3. Save changes so the smartlist updates for all team members.

Editing a smartlist lets you continuously refine which custom object records are important at different stages of your processes.

Delete or Rename a Smartlist

When a smartlist is no longer needed or its purpose changes:

  • Use the smartlist options menu (usually a three-dot or settings icon).
  • Select Rename to update the label without changing filters.
  • Select Delete if you want to remove it from the sub-account’s views.

Deleting a smartlist does not delete the underlying custom object records; it only removes that particular saved view.

Best Practices for GoHighLevel Smartlists on Custom Objects

To get the most out of smartlists with custom objects in GoHighLevel, follow these tips:

  • Use clear naming conventions: Include the object name and purpose, such as “Policies – Active – Renewal in 30 Days”.
  • Segment by lifecycle: Create separate smartlists for stages like New, In Progress, Completed, or Expired.
  • Align with team roles: Build smartlists tailored for specific teams (support, sales, operations) so each group sees the most relevant records.
  • Review filters regularly: As your processes change, revisit smartlists to ensure filters still reflect your current workflows.

Limitations and Scope of GoHighLevel Custom Object Smartlists

Smartlists are powerful, but they follow certain rules tied to how custom objects are configured in GoHighLevel. Some capabilities—such as which fields are filterable or how deeply you can filter on related records—depend on how the custom object and its relationships are defined.

For complete, up-to-date information on functionality and limitations, always refer to the official documentation:

Next Steps: Optimize Your GoHighLevel Workspace

Once your smartlists for custom objects are in place, you can use them as the foundation for reporting, internal workflows, and consistent team operations across sub-accounts.

If you want help designing scalable data structures, automation, and CRM strategies around GoHighLevel, you can explore expert consulting and implementation services at Consultevo.

By using smartlists alongside custom objects, you turn GoHighLevel into a flexible system that adapts to your unique business data, making it faster and easier for your team to find and work with the records that matter most.

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