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Using Smart Lists

Using Smart Lists

Create lists to organize contacts based on specific criteria (such as event date

 
 
 
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IMPORTANT VIDEO - PLEASE WATCH COMPLETELY

This is a longer training video (10 min) but it's critical for maximizing your lead management and follow-up efficiency. Smart Lists will save you hours of manual work every week and significantly improve your seminar ROI.

Watch the full video before implementing - the time investment pays off immediately. If you have any questions or need help setting up your Smart Lists, book a support call with our team here.

 

Objective

This SOP outlines the steps to create Smart Lists in Eventfull to organize seminar attendees and streamline follow-up processes.

Key Steps

1. Introduction to Smart Lists [0:00]

  • Smart Lists help organize seminar attendees and streamline follow-up processes
  • Save hours of manual work by eliminating manual lead exports and spreadsheet management
  • Enable automatic filtering by any field and bulk actions on specific groups

2. Navigate to Contacts Tab [1:45]

  • Click on the Contacts tab in Eventfull
  • View all contacts in your account (displays total record count)
  • Note the "All" filter showing you're viewing all contacts

3. Select Relevant Columns [2:04]

Choose essential columns for seminar management:

  • Name
  • Email
  • Phone
  • Created Date
  • Meeting Choice (primary filter for event dates)
  • How many seats should we reserve for you
  • Which best describes your current Medicare situation

4. Apply Filters for Specific Events [4:05]

  • Click More Filters
  • Select Meeting Choice as filter field
  • Choose Contains as filter type
  • Enter event date (e.g., "June 12th")
  • Click Apply to view filtered results

5. Save Your Smart List [4:45]

  • Click Save before exiting the filter view
  • Enter descriptive name (e.g., "June 12th RSVPs")
  • Smart List is now accessible from Contacts tab dropdown

6. Create Additional Event Lists [5:20]

  • Return to "All" contacts view to create additional lists
  • Repeat filtering process for other events (e.g., "May 28th")
  • Note: Use "Meeting Choice" for past events (Choose Your Date Location won't work for past dates)
  • Adjust columns as needed before saving each list

7. Export Clean Sign-In Sheets [6:46]

  • Select your saved Smart List from dropdown
  • Click Export - only exports leads from selected list with chosen columns
  • Print exported data for easy event check-in process

8. Send Bulk Communications [7:20]

For SMS (requires text messaging enabled):

  • Select Smart List
  • Click Send SMS
  • Type message content
  • Enter action name for internal logging
  • Click Send SMS

For Email:

  • Select Smart List
  • Choose Email option
  • Compose message
  • Send to all list members

9. Apply Bulk Tags [8:07]

  • Select Smart List
  • Click Add Tag for bulk tagging
  • Enter action name for internal records
  • Select appropriate tag (e.g., "Nurture" for Medicare educational newsletter)
  • Apply to add all contacts to automated sequences

10. Create Hot Lead Lists [8:57]

  • Click More Filters
  • Filter by "Which best describes your current Medicare situation"
  • Select Contains "Needs Medicare help ASAP"
  • Adjust columns to include Meeting Choice for event tracking
  • Save as "Hot List"
  • This list updates in real-time as new hot leads are added

11. Key Benefits Review [10:48]

  • Smart Lists turn hours of manual work into minutes
  • Use for creating sign-in sheets and bulk communications
  • Enable targeted outreach based on healthcare situations
  • Streamline entire seminar follow-up operation

12. Implementation Timeline [11:13]

  • Create Smart Lists as soon as RSVPs begin coming in
  • Set up event-specific lists immediately after marketing launches
  • Establish Hot List for ongoing lead prioritization

Cautionary Notes

  • Use "Meeting Choice" filter for past events (Choose Your Date Location has limitations)
  • Ensure text messaging is enabled before attempting SMS campaigns
  • Double-check column selections before saving - they may reset between sessions
  • Verify filter accuracy before exporting or taking bulk actions

Tips for Efficiency

  • Create Smart Lists immediately when RSVPs start coming in for new events
  • Use consistent, descriptive naming conventions (include date and event type)
  • Set up Hot List before major calling sessions to prioritize high-intent prospects
  • Export sign-in sheets 24-48 hours before each event
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