How to set up a Smart List

01 Sep 2023

Smart Lists are a handy feature in the platform to easily access updated data. You can convert your Donations or Entrants searches into a Smart List and it will be kept updated as new data becomes available that matches the search query.  Even though Smart List data is not real-time, it gets updated twice a day with the latest data.

Smart Lists can also be used to filter your reports based on specific criteria. 

Setting up a Smart List

Smart Lists can be created based on donations or an entrant/fundraiser search.

For example, let’s create an Entrant Smart List with the following criteria:

  1. Entrants are taking part in a particular event (i.e. The Good Charity Half Marathon).
  2. Entrants are active in the event.
  3. Entrants have raised a minimum amount (e.g. $1).

Creating a Smart List always starts with doing a search. First, click the Entrants module, then click Search under ‘Entrant Options.

Expand ‘Event Details’ and select the The Good Charity Half Marathon from the ‘In Event’ dropdown menu.  And then, underneath, select the Radio button ‘Yes’ for Is Active.

Lastly, expand ‘Fundraising Details’ and input $1 into the ‘Raised over $’ box, then click ‘Search’ at the top of the page.

Now you can see a list of entrants who meet the search query criteria. At the top of the screen, there’s an option for creating a Smart List based on this search. The Smart List is dynamic which means unlike the search results which are valid at the time of performing the search, the Smart List will get updated when new data becomes available. In our example, entrants' data will get updated with new The Good Charity Half Marathon entrants who are active and have raised a minimum of $1.

Let’s name our Smart List 
“The Good Charity Half Marathon - Raised over $1” and save it.

Smartlists can also be created for donations.

To create a Donations Smart List, navigate to:
Donations > Search

Here you’ll be able to search your donations based on an array of criteria and also save those searches as a Smart List.

We only used a few of the available options in our Smart List categories during our previous example. Let’s briefly discuss the arsenal of options we have for filtering and customising Smart Lists to our needs.


- Entrant Details: This category is for filtering based on entrants-related information such as status (draft, active or archived), name, email address, username, phone/email, date of birth, gender, postcode, date range when the entrant was created etc.

- Event Details: This category is for filtering based on event-related information such as Event name (In Event field), DIY theme, team name, organisation name, Is Active (for including/excluding only active entrants), Completed Entry (for including/excluding only entrants who have completed their registration). The Smart List can also be filtered to show fundraisers registered in a specific date range (by selecting Registered from and to dates).

- Fundraising Details: This category is used for filtering based on fundraising details. Such as fundraising target (target = $), minimum target (target over $), maximum target (target under $), amount of funds raised (raised = $), raised more than a certain amount (raised over $) etc.
Note: whilst it will show a $ sign, it will be using the currency of your platform. 

- Payment Details: This category is for setting payment filters. PO number (receipt number), Gateway Ref, and Payment Method.

- Time Based: This category shows fundraisers who have registered in a specific date range based on the number of days passed.

- UTM & Acquisition: This category can be used to filter based on the method entrants were acquired such as promo code, short URL, entry form etc.

- Triggers & Automated Emails: This category is for filtering based on the trigger and/or automated email received. Multiple selections can be made here.

- SMS / Email: This category can be used to filter based on whether or not a particular SMS or email has been received.

- Custom Fields: This category can be used to create fields based on available custom fields.


- Donor Details: This category is used for filtering based on donor details. Such as Location, Date, Fundraising Page, Gift Aid, Type (matched, offline, online, personal, product, SMS) etc. 

- Payment Details: This category is for setting payment filters such as Donation amount, Donation over an amount, PO number, Payment Ref, Payment Status, Payment Method, Payment Date etc.

- Donated To: This category filters based on who the donation was made to. Search for a fundraiser, team or organisation. Or target a specific event, donation page, or DIY theme.

- Custom Fields: This category can be used to create fields based on available custom fields.

- UTM tags: This category lets you filter based on any UTM tags that have been captured. Such as Campaign, Source, Medium, or Term.

Viewing your Smart Lists

Once the Smart List is saved, it gets added to the Smart Lists module in the main navigation (see screenshot below). Smart Lists can be accessed, edited, and updated here. To edit a Smart List click on the pen and paper icon of the Smart List you want to access/edit. 

To download the Smart List records, click on the Download Contacts button (see screenshot below).

Smart List criteria can be updated here as well. To do this, click on the section you want to change, make the changes, and then click Save. Records in the Smart List will be updated accordingly.

Adding Smart Lists as a filter to reports

Smart Lists are a fantastic way of customising your reports to provide your filtered results.

An Entrant Smart List can be added to a Fundraisers Report. A Donations Smart List can be added to a Donations report.

To add a Smart List as a filter on a report, first, navigate to your report and then select your Smart List in the dropdown menu under the Filters section. Next, save it to add it to your report. Adding a Smart list as a filter, will override any other filters such as date/event that you may have added.

By using Smart Lists as a filter report, you’re able to create more specific reports e.g.
  • Fundraisers report with only Compelte entrants
  • Donations report with only donations over £/$100

You can also choose to send the filtered report to yourself by email. Make sure the ‘Export Status’ is set to ‘Active’ and your ‘Delivery Frequency’ and ‘Data Type’ are selected (as shown in the screenshot above).

Lastly, you need to input the Email addresses you want the report sent to, and the time you want to receive the report (please see the below screenshot).

There are also options to add a Subject line and Password protection to the email, however, these are both optional.

Smart Lists are useful for sending comms to a set of entrants who meet specific criteria.

For more information, you can click on the following link to refer to our training video about Reporting and Data Exports:

If you’d like further help, please pop in a support ticket from your Funraisin admin, and our team will assist you.