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CRM – How to Create and Manage a List

Learn how to organize contacts into Smart or Custom Lists to power targeted campaigns and contact management inside your CRM.

Wisdom Atangan avatar
Written by Wisdom Atangan
Updated over a month ago

✨ Introduction:

Lists in Webware CRM help you organize contacts into meaningful groups for better communication, segmentation, and follow-ups. With the new Smart Lists feature, you can now create dynamic, real-time lists based on contact filters — while Custom Lists still allow you to manually group specific contacts.

🔔 What to Know Before You Start:

  • You’ll need CRM access permissions to create and manage lists.

  • Contacts can belong to multiple lists at once.

  • Smart Lists update automatically based on your filters.

  • Custom Lists are static and manually managed.

  • Lists can be used for marketing campaigns, CRM filtering, and reporting.

  • Deleting a list does not delete the contacts inside it.

🛠️ Step-by-Step: How to Create and Manage Lists

✅ Creating a Smart List (Dynamic Segment)

  1. Log in to your Webware Dashboard.

  2. Go to Customers > Lists from the main menu.

  3. Click Actions > Create Smart List.

  4. Enter a List Name and (optional) description.

  5. Under "Specify the filters for this list," use the dropdown menus to configure conditions for any of the following fields:

    • First Name, Last Name, Email

      • Use conditions like:

        • Contains

        • Does not contain

        • Starts with / Ends with

        • Equals / Does not equal

        • Is blank / Is not blank

    • Group: Filter by assigned user group.

    • Opted In: Yes/No status for newsletter or email consent.

    • Date of Birth: Filter by specific date or date range.

    • Date Created: Useful for filtering newly added contacts.

    • City / Country / Region: Geolocation-based targeting.

    • Pipe / Stage: Perfect for segmenting by sales status.

  6. Use multiple filters together to define a narrow, targeted group (e.g., Contacts in “Toronto” who are in “Proposal Sent” stage and opted in to newsletters).

  7. Click Save to create your Smart List.

Smart Lists are automatically updated in real-time — no need to manually add or remove contacts. Anyone who meets the filter criteria will be included.
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✅ Creating a Custom List

  1. From the Lists tab, click Actions > Create Custom List.

  2. Enter a List Name and (optional) description.

  3. Click Save — your list is now ready to manually add contacts.

✅ Adding Contacts to a Custom List

  1. Go to Customers > Contacts.

  2. Use the checkboxes button to select one or more contacts.

  3. Click Add to List from the bulk actions menu.

  4. Choose the Custom List you want to add them to.

  5. Click Add.

✅ Managing Lists

To rename, update, or delete a list:

  1. Go to Customers > Lists.

  2. Find the list you want to edit.

  3. Click Edit List.

  4. Rename the list or change its description.

To view list members:

  1. Click on any List Name to view included contacts.

  2. From here, you can:

    • Remove contacts

    • Add more contacts (for Custom Lists)

    • Send an email campaign to the list

✅ Pro Tip:

Use Smart Lists to pull real-time segments — like all contacts in a certain stage of your sales pipeline — so you can follow up efficiently without manually updating the list.

🎯 Next Steps:

After setting up your lists, you can:

  • Run a targeted email campaign to that list.

  • Use filters in CRM to display only contacts in a specific list.

  • Monitor engagement or conversion by list segment.

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