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Find contacts with filters and lists

Last reviewed October 21, 2026

Narrow your contacts to exactly the people you need, like current clients in Denver or everyone tagged "Workshop", and come back to them in one click.

Filters answer "who, right now?". Lists save a group you'll come back to. Neither one changes anyone's record. They only change what you see.

Before you start

Filter by tag

  1. Go to Contacts.
  2. Click Tags in the toolbar.
  3. Type in Search tags... or scroll, and tick the tag you want.
  4. The list shows only contacts with that tag.

Filter by any field

  1. Click Advanced Filters. The box reads Match All (AND) of the following conditions: and starts empty.
  2. Click + Add Condition.
  3. Choose a Field, such as Lifecycle Stage, Lead Source, City, Created Date or Assigned To.
  4. Choose an Operator, such as Equals, Contains, Is Empty or Greater Than.
  5. Enter the Value.
  6. Add more conditions if you need them. A contact must match every condition to show.
  7. Click Apply Filters.

The Advanced Filters button shows how many conditions are on. To go back to everyone, open it and click Clear All.

Filters a coach might use:

You want Field Operator Value
Current clients Lifecycle Stage Equals CUSTOMER
Prospects from your podcast Lead Source Contains podcast
New this month Created Date Greater Than the 1st of the month
Missing a phone number Phone Is Empty

Filters aren't saved. To keep a group, use a list.

Use a list

  1. Click Lists in the toolbar. You'll see All Contacts, Recently Used Lists, and every list under All Lists with how many people are in it.
  2. Click a list. The button changes to the list's name and count, and the table shows only those people.
  3. To see everyone again, open Lists and choose All Contacts.

There are two kinds of list:

Type How people get in
Static List You add them, and they stay until you remove them. Good for "Spring cohort" or "Retreat 2026".
Smart List It fills itself from rules, so it stays current. Good for "Contacts who came through referrals".

To create, rename or remove lists, open Lists and click Manage Lists at the bottom.

Add people to a static list

  1. Filter or search to find the people.
  2. Tick the box at the start of each row.
  3. Click Add to List on the bar at the bottom and pick the list.

See Update many contacts at once.

Check it worked

  • After Apply Filters, the list shows only matching people, and the button shows a condition count.
  • With a list chosen, the Lists button shows its name, and the count at the bottom of the table matches the list.

If something's off

  • The table looks short: a list or filter is still on. Check the Lists button and Advanced Filters.
  • Nothing matches: try Contains instead of Equals, or check the spelling of the value.
  • A filter you built is gone: filters aren't saved. Make a list instead.
  • A lifecycle stage filter misses people: the stage is only as good as what's on each contact. Check a few records.

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