List management
Best practices to use lists [Reading time: 4 minutes]
Eva Kriegel avatar
Written by Eva Kriegel
Updated over a week ago


With a well-managed email database, it will be easier for you to send personalized emails and create high converting automated email campaigns.

Email list management is the practice of managing your contact database in lists and segments. Keep your contacts organized based on their engagement and who they are:

  • Blog subscribers

  • Customers

  • Trial users

  • Lead magnet downloaders

  • Etc.

In Automizy, you can store your contacts in Lists and you can segment contacts in these lists with Live Filtering.

Email Lists

All contacts

Use a list containing all your contacts, so you can apply filters and search in your whole database. You can read about filtering in the next section.

However, there are certain cases when using multiple lists in your database makes sense:

Lead Generation with Multiple Forms

Let’s say you have some lead magnets. Your visitors can subscribe or opt-in from multiple forms.

In this case, you don’t want to send newsletters to the people who downloaded an ebook until they get the emails of the lead magnet follow-up automation. Because you don’t want to spam or overwhelm your new subscribers with too frequent emails.

So you can put the lead magnet downloaders on a separate list.

Use this list as the trigger for your lead magnet follow-up automation: 

After they received every email of this automation add them to your main list. You can do that automatically. Just add an action to the end of your follow-up automation that moves the subscribers from the lead magnet lists to the main list:

Once you do this each contact will be moved to your main list after the follow-up sequence.

Following Up After an Offline Event

Collect the email addresses of people who show interest in your product or services at offline events. After the event is over import these emails to a new list.

Then create an event follow-up automation tailored for them. 

Use the list as the trigger for the sequence: 

Add a tag to these contacts at the beginning of the automation, so later you can find them on your main list: 

This will let you send them invitations to your upcoming events or marketing offers.

Put an action to the end of the automation that moves the contacts from the event list to your main list:

Be especially careful when collecting email addresses offline. Make sure you have their permission!

Differentiating Qualified Leads and Customers

I recommend using different lists for your qualified leads and existing customers. 

As you want them to take completely different actions. They require completely different information, offers, and incentives.

You can use your list of qualified leads as a trigger for a lead nurturing automation:

Once they made a purchase you can automatically move them from the qualified leads list to the list of customers:

Your customer list works as a CRM for your business that stores all the data you previously collected about them. 

Use this list to let your customers know about special offers, discounts, and updates.

Segmenting Webinar Subscribers and Attendees

Webinars are great for qualifying leads and driving sales. I recommend setting up a separate list for your webinar subscribers.

Use tags to differentiate the subscribers based on their engagement level: no show, joined the webinar, watched the webinar, purchased (check the tags below their emails):

Then you can create filters and send personalized and relevant follow-up emails to them based on this data. 

To the people who registered but didn’t show up, send an email with an invitation to your next webinar:

Send an email with a link to the webinar recording to the attendees who didn’t watch it all the way through:

The subscribers who watched your whole webinar are highly engaged, so they are pretty close to making a purchase. Give them the final nudge via some relevant and personalized follow-up emails.

Move the attendees who purchased after the webinar to your customer list:


Your email database is one of the most valuable elements of your business. Keeping it organized will expand your opportunities to send more personalized emails. 

You can create contact filters that allow you to target contacts based on their position.

Not only can you easily find people in your database, but you can also save them and reuse the same filter later.

You don’t have to send the same email to your whole list. You can send relevant offers based on contacts’ life-cycle stage, interest, geo-location and more.

Segmenting contacts based on their position is one thing, imagine what else you can use it for your email marketing.

  1. To create filters you have to go to “Contacts”.

2. Choose one of your lists by clicking on “Contacts”.

 3. Add filters by selecting a field and determining whether the field contains it or not.
The value of the field can be typed into the “search” field on the right side.

For example here is a case in which we create a filter based on:

  • Position (is not CEO)

  • Active status (Active)

  • Email address (Doesn’t contain

  • Subscription date (After January 1st)

Align your email list management with your business goals. Use Lists and Filters to keep everything organized, so you spend less time managing and more time executing.

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