Families & Students

How to create a smart list

Quick answer: Go to Contacts, click + Smart List, click Advanced Filters, build your filter conditions, and save.

Step-by-step

1. Open Contacts from the main menu.
2. Click + Smart List.
3. Click Advanced Filters.
4. Search for the field you want to filter on — a tag, a custom field, a date, a payment status, etc.
5. Choose an operator that matches the field type:
   • Text fields: Is, Is Not, Contains, Is any of, Is Empty
   • Date fields: Today, This Week, In the Last, Before Date, Between
   • Number fields: Equal To, Greater Than, Less Than, Between
6. Enter or select the value.
7. To add more conditions:
   • + Add Nested Filter — both conditions must be true (AND logic). Use this to narrow a list further. Example: enrolled 26/27 AND tuition overdue.
   • + Add Filter — either condition can be true (OR logic). Example: tag is "kindergarten" OR tag is "preschool."
8. Click Apply.
9. Review the matching families.
10. Save the smart list with a clear name like "Enrolled families with overdue tuition" or "Kindergarten families 26/27."

Useful smart lists to start with

• All currently enrolled families — tag Is current academic year
• Families with overdue tuition — tuition payment status Is "overdue"
• Families with missing Emergency Medical Form — form completion date Is Empty
• Returning families for next year — re-enrollment tag Is "yes"
• New families this year — created date Is "In the Last 6 months"
• Inactive families to follow up — last appointment Is "More Than 90 days ago"

Tips

• Smart lists update automatically. They always show the current state — no refresh needed.
• Share useful smart lists with your team. The "families to chase about forms" list is the kind of thing multiple people should have access to.
• Combine Advanced Filters with the search bar to narrow further within a smart list.

Related articles

• How to find families using smart lists
• How to send a message to multiple families
• How to find families with missing information