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Smart Lists are powerful spreadsheet-like tools for organizing your data. Use them to manage contacts, track leads, organize tasks, or store any structured information. Unlike regular spreadsheets, Smart Lists can connect to AI features and automations.

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What Are Smart Lists Good For?

  • Lead lists: Track prospects and their information
  • Customer databases: Store customer details
  • Contact management: Organize people to reach out to
  • Task tracking: Manage to-do items and projects
  • Data collection: Gather and organize any information

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Creating Your First List

  1. Select your company from the sidebar
  2. Click Smart Lists
  3. Click Create List (or the + button)
  4. Give your list a name (e.g., “Sales Prospects Q1”)
  5. Click Create
Your empty list opens and you can start adding columns and data.

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Setting Up Columns

Columns define what information you’ll track. Click on a column header to configure it.

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Adding a Column

  1. Click the + at the end of the column headers
  2. Choose a column type
  3. Name your column
  4. Configure any options (like dropdown choices)

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Column Types

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Editing a Column

  1. Click on the column header
  2. Select Edit Column
  3. Change the name, type, or options
  4. Save

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Deleting a Column

  1. Click on the column header
  2. Select Delete Column
  3. Confirm (data in that column will be lost)

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Adding Data

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Adding a Single Row

  1. Click Add Row or the + at the bottom of the list
  2. Fill in the fields
  3. Data saves automatically

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Importing Data

Have data in a spreadsheet? Import it:
  1. Click Import or the upload icon
  2. Select your file (CSV or Excel)
  3. Map your file’s columns to list columns
  4. Review the preview
  5. Click Import
Tips for smooth imports:
  • Make sure your file has headers in the first row
  • Clean up your data before importing
  • Match column types (don’t put text in number fields)

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Copying and Pasting

You can often copy data from a spreadsheet and paste directly into a Smart List:
  1. Select cells in your spreadsheet
  2. Copy (Ctrl+C or Cmd+C)
  3. Select a cell in your Smart List
  4. Paste (Ctrl+V or Cmd+V)

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Editing Data

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Inline Editing

Click on any cell to edit it. Changes save automatically.

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Bulk Editing

  1. Select multiple rows using checkboxes
  2. Click Bulk Edit or the edit icon
  3. Choose what to change
  4. Apply to all selected rows

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Finding and Filtering Data

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Searching

Use the search bar to find rows containing specific text:
  1. Click the search icon or search field
  2. Type your search term
  3. Results filter in real-time

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Filtering

Show only rows matching certain criteria:
  1. Click Filter or the filter icon
  2. Choose the column to filter by
  3. Set the condition (equals, contains, greater than, etc.)
  4. Apply
Example filters:
  • Status equals “Active”
  • Email contains “@gmail”
  • Score is greater than 50

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Sorting

Organize your data by any column:
  1. Click on a column header
  2. Choose Sort A→Z or Sort Z→A
  3. Data reorders

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List Actions

Smart Lists do far more than store data. Actions run automatically on each row — enriching contacts, scoring leads, generating content, syncing to your CRM, and more. Some actions add a new value to a cell; others add a lookup column that stays up to date.

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Enrichment & Data

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AI Actions

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Automation & Integrations

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Lookup Columns

Lookup columns pull in live status from elsewhere in the platform:
  • Sequence Status — shows where each contact stands in your sequences
  • Agent Conversations — shows agent chat activity tied to each row
The exact set of actions you see depends on your plan and which integrations you’ve connected.

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Running an Action

  1. Select the rows you want to act on (or select all)
  2. Click Actions or the action button
  3. Choose your action
  4. Configure its settings
  5. Run it — results fill into the relevant column as each row completes

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Sharing Your List

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With Team Members

  1. Click Share or the sharing icon
  2. Choose sharing level:
    • View: They can see but not edit
    • Edit: They can make changes
    • Full: They can manage settings
  3. Save

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Exporting Data

To get your data out:
  1. Click Export
  2. Choose format (CSV, Excel)
  3. Download the file

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Organizing Multiple Lists

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Renaming a List

  1. Go back to the Smart Lists overview
  2. Click the three-dot menu (⋮) on the list
  3. Select Rename
  4. Enter the new name
  5. Save

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Deleting a List

  1. Click the three-dot menu (⋮) on the list
  2. Select Delete
  3. Confirm
Warning: Deleting a list removes all its data permanently.

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Connecting Lists to Other Features

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Adding to Sequences

Use your list data for email campaigns:
  1. Open your list
  2. Select the rows you want to contact
  3. Click Actions → Add to Sequence
  4. Choose or create a sequence
  5. Map your list columns to sequence variables (first name, email, etc.)
  6. Confirm

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Enriching Before You Reach Out

A common flow is to enrich a list first, then engage:
  1. Import or build your list of contacts
  2. Run enrichment actions (Apollo, Findymail, Better Contact) to fill in emails and phone numbers
  3. Score or research rows with AI actions
  4. Add the qualified rows to a Sequence to start outreach

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Tips for Effective Lists

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1. Plan Your Columns First

Think about what data you need before creating columns. It’s easier to set up correctly than to reorganize later.

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2. Use Consistent Data

Keep data format consistent:
  • Dates: Always use the same format
  • Names: Decide on “John Smith” vs “Smith, John”
  • Status: Use dropdowns to ensure consistent options

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3. Keep It Clean

Regularly review and clean your lists:
  • Remove duplicates
  • Update outdated information
  • Archive old data

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4. Use Select Fields for Categories

Instead of typing “Active” or “Inactive” in a text field, use a Select column. This prevents typos and makes filtering easier.

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Frequently Asked Questions

Q: How many rows can a list have? A: Lists can hold thousands of rows. Very large lists may load more slowly. Q: Can I undo changes? A: Individual cell edits don’t have undo. For major changes, export a backup first. Q: Can I move rows between lists? A: Yes — use the Add to Smart List action to copy selected rows into another list. Q: Who can see my lists? A: By default, only you. Use sharing settings to give others access.

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Next Steps