Creating and organizing lists

Group your records around recruiting efforts without ever duplicating data.

In this article:

What a list is (and isn't)
Creating a list
Adding and removing records
List-scoped attributes
The Lists page
Managing a list
List privacy at a glance
Frequently asked questions

A list is a named grouping of records, like "Q3 LO Outreach" or "Charlotte Branch Targets." Lists are how you organize your CRM around a specific recruiting effort, territory, or workflow.

What a list is (and isn't)

The key to understanding lists is that they're groupings, not containers. Records live in your CRM at the workspace level; a list just collects some of them into a view your team can work from.

That means:

A record can belong to many lists at once, or none at all.
Wherever a record appears, it's the same record: the same notes, tasks, contact info, and history follow it everywhere.
Removing a record from a list does not delete it. It stays in your CRM and in any other lists it belongs to.

🛑 Deleting a list never deletes its records. When you delete a list, only the grouping is removed. Every record stays safely in your CRM.

Every list is typed as either People or Companies when it's created, and this can't be changed later. A People list holds Loan Officers and Real Estate Agents; a Companies list holds Mortgage Companies and Branches.

Creating a list

From the Lists page, click to create a new list. This opens the Start a new list library, where you have three options:

Curated templates, organized by category (for example, LO recruiting or branch and team recruiting). Templates come pre-built with statuses, tags, and custom fields suited to that workflow.
My templates: attribute templates you've saved yourself or that teammates have shared with you.
Start from scratch: a blank People or Companies list with the default attributes.

💡 Templates seed structure only, never data. Choosing a template gives your new list its statuses, tags, and custom fields, but no records. You add those yourself.

New lists start out Private, visible only to you and workspace admins, until you change the privacy setting.

Adding and removing records

There are several ways to get records onto a list:

From any record table: select records and use the bulk Add to list action. You can pick an existing list or create one inline.
From a record's profile: the Lists section shows chips for every list the record belongs to, with an option to add more.
From anywhere with "Add to list": a search dialog shows every list of the matching object type, with a checkmark and member count on lists the record is already in. Toggling adds or removes the record, and you can create a new list inline.
When creating or importing records: the manual create dialog and CSV import both offer an add-to-list option, so new records land on a list immediately.

To remove records, use the Remove from list bulk action while viewing the list, or remove the list chip from a record's profile. Removal requires list manage rights; teammates with view-only access can add records to lists they can see but can't remove them.

List-scoped attributes

Each list can define its own working vocabulary:

Custom statuses: a list can replace the default status set (New, Contacted, Engaged, Won, Lost) with its own picklist and colors. The custom statuses apply while viewing records inside that list.
Tags: every list has its own tag vocabulary. Tags you create in one list don't appear in others.
List-scoped custom fields: fields that exist only for the members of that list, alongside any workspace-wide object fields.

This is what makes lists powerful for teams: two lists can track the same person through completely different pipelines, with different stages and fields, without interfering with each other. See [Understanding the Model Match CRM data model] for how attributes work overall.

💡 If you build the same statuses, tags, and fields for every new list, save them as an attribute template. You can replay a template onto any new list of the same object type, and share templates with teammates.

The Lists page

The Lists page is the CRM's front door. It shows a table of your lists with Name, Type, Records, and Created columns, plus a search box. The table is sortable and paginated.

Workspace owners and admins also get a scope dropdown:

My lists (the default): lists you own, workspace-visible lists, and lists shared with you.
All lists: every list in the workspace.
Owned by [teammate]: one teammate's lists, useful for coverage when someone is out.

Clicking a list opens its members in the People or Companies table, with a back link to return to browsing all records.

Managing a list

Rename: click the pencil icon next to the list name.
List Settings (gear icon) has two tabs:
- General: rename the list, and a Danger zone with Delete list.
- Permissions: privacy modes, per-person roles, and ownership transfer.

Deleting a list asks for confirmation and reminds you that records stay in the CRM.

List privacy at a glance

Every list has one of three privacy modes, managed by the list owner or a workspace admin:

Private: only you and workspace admins.
Everyone in the workspace: all members, with a workspace-wide role of Viewer or Editor.
Specific people: hand-picked teammates, each as a Viewer or Editor.

🛑 Sharing a list shares its records. Anyone who can see a list can see all of its records, including their full activity history of notes, tasks, meetings, calls, and emails. The confirmation dialog reminds you of this when you share.

Privacy and sharing have more depth than fits here, including record-level shares and how the roles differ.

Frequently asked questions

Can I change a list from People to Companies later?
No. The object type is set at creation and is permanent. Create a new list of the other type instead.

What happens to a record's status if it's on multiple lists?
The status vocabulary follows the list you're viewing. Inside a list with custom statuses, you'll see that list's picklist; outside any list, you'll see the default statuses.

I deleted a list by accident. Are my records gone?
No. Deleting a list only removes the grouping. All records remain in your CRM under People or Companies.

Who can delete a list?
The list owner or a workspace admin. Editors can manage a list's contents but can't delete the list or change its sharing.