How to Create and Manage Smart Lists in Captivation Hub

Smart Lists in Captivation Hub let you build dynamic, auto-updating contact segments based on filters you set. Instead of manually sorting through your contacts every time, a Smart List does the work for you — keeping the right contacts grouped together as your data changes.

Why Use Smart Lists?

• Save Time: Automate contact segmentation instead of sorting manually.
• Enhance Targeting: Group contacts based on behavior, lead status, or engagement level.
• Improve CRM Organization: Keep your contact list structured and easy to search.
• Power Your Automation: Use Smart Lists in workflows to trigger automated actions for the right people at the right time.

What are Smart Lists?

A Smart List is a dynamic contact list that updates automatically based on predefined filters and conditions. Unlike a static list that stays the same until you manually change it, a Smart List always reflects your current contact data. Any contact that meets your filter criteria is included automatically — and removed when they no longer qualify.

How Do Smart Lists Work?

You define one or more filter conditions — such as tag, location, lead status, or last activity date — and Captivation Hub continuously checks which contacts meet those conditions. The list stays current without any manual effort on your part.

Step 1 — Setting Up a Smart List

To create a Smart List, go to your Contacts tab and use the filter options to define your criteria. Once your filters are set, save the view as a Smart List and give it a name you will recognize.

Step 2 — Modifying a Smart List

You can update the filters on any existing Smart List at any time. Changes take effect immediately and the list re-populates based on your updated criteria.

Step 3 — Managing Your Smart Lists

From the Smart Lists panel you can rename, duplicate, delete, or reorder your lists. Keeping them organized makes it easier to find the right segment when you are building campaigns or workflows.

Reordering Columns in Smart Lists

You can customize which columns appear in your Smart List view and drag them into the order that works best for you. This makes it easier to scan the information that matters most without scrolling.

Frequently Asked Questions

Can I use Smart Lists in workflows?
Yes. Smart Lists can be used as enrollment triggers or conditions in your Captivation Hub workflows, so contacts are automatically added to sequences when they meet your criteria.

How often does a Smart List update?
Smart Lists update in real time as contact data changes, so you are always working with current information.

Can I create multiple Smart Lists?
Yes. There is no limit to the number of Smart Lists you can create within your account.

Can I export a Smart List?
Yes. You can export the contacts in a Smart List as a CSV file from the Contacts tab.