Organize Contacts With Smart Lists

Key Points:

0:00 – Opening and Topic Setup
Bretoni opens the Mastering Your Tech call and explains that the session will focus on contacts and Smart Lists inside FBS.

0:29 – Finding Contacts in FBS
Coaches are shown how to access the Contacts section from the left-hand menu inside the Focused.com Business Suite.

0:45 – Why It Says Smart Lists
The Contacts page opens under Smart Lists because FBS allows users to segment contacts by shared criteria.

1:03 – What Smart Lists Do
Smart Lists group contacts by categories such as industry, location, first name, phone number, tag, or other shared information.

1:28 – Why Segmentation Matters
Segmenting contacts helps coaches send more relevant emails, campaigns, and outreach to the right audience.

1:55 – Viewing All Contacts
The default All tab shows the full contact list.

2:20 – Changing Page Size
Users can change how many contacts show on each page, such as 20 or 100 contacts at a time.

2:53 – Adding New Contacts
Coaches can add new contacts manually by entering basic details into the contact form.

3:18 – Do Not Disturb Settings
The DND settings allow users to decide whether a contact should receive calls, emails, text messages, or no messages at all.

4:00 – Importing Contacts
FBS allows coaches to import contacts in bulk from a spreadsheet, Google Sheet, Excel file, or CSV.

4:35 – Sorting Contacts
Contacts can be sorted by fields such as name, phone number, email, or other available fields.

5:14 – Managing Fields
The Manage Fields button lets users choose which columns appear on the contact list.

5:45 – Rearranging and Hiding Fields
Users can rearrange columns or remove fields like phone number, created date, or last activity if they do not need them visible.

6:21 – Adding More Contact Fields
More fields can be added from the contact record, including first name, status, date of birth, business name, and other details.

7:02 – Custom Fields
Coaches can create custom fields, such as a dog’s name, industry, or other unique information they want stored on a contact.

7:45 – Creating a Smart List With Filters
Bretoni explains that Smart Lists are created using filters, which act as criteria for grouping contacts.

8:20 – Advanced Filters
The Advanced Filters panel allows users to select the criteria they want to use for a Smart List.

9:03 – Phone Number Filter Example
The first example creates a Smart List of contacts who have a phone number.

9:34 – Phone Number Criteria Options
Users can filter phone numbers by exact number, empty, not empty, contains, does not contain, or specific area code.

10:14 – Filtering Contacts With Phone Numbers
Selecting “phone number is not empty” shows only contacts who have a phone number listed.

10:52 – Saving as a Smart List
After applying the filter, users can save the filtered view as a new Smart List.

11:25 – Naming the Smart List
Bretoni names the example Smart List “Phone Numbers.”

12:00 – Switching Between Lists
Once saved, the Smart List appears as a tab next to All, allowing users to switch between the full list and the filtered list.

12:39 – Customizing Smart Lists
Users can customize a saved Smart List by renaming it, changing filters, sorting, changing visible fields, duplicating, exporting, sharing, or deleting it.

13:35 – Creating a Tag-Based Smart List
The second example creates a Smart List using tags.

14:05 – What Tags Do
Tags act as identifiers or labels that show what a contact is connected to, such as an event, campaign, or nurture sequence.

14:43 – Add to Nurture Tag
Bretoni filters contacts using the “add to nurture” tag to find people in the nurture campaign.

15:30 – Viewing Tagged Contacts
The filtered list shows contacts who have the nurture campaign tag.

16:03 – Nested Filters
Nested filters allow users to create more specific criteria using “and” logic.

16:35 – Tag Plus First Name Example
Bretoni shows how to filter contacts who have the nurture tag and also have the first name Bretoni.

17:23 – Add Filter Uses OR Logic
The Add Filter option creates “or” logic, allowing users to include contacts who meet another separate condition.

18:05 – Email Domain Filter Example
Bretoni adds a filter for contacts whose email contains “@focused.com.”

19:00 – Combining AND and OR Filters
Smart Lists can combine multiple criteria to create very specific segments.

19:48 – Area Code Use Case
A coach could filter by area code to create a Smart List of contacts in a specific geographic area.

20:15 – Clearing Filters
Users can clear filters and start from scratch when building a new Smart List.

20:44 – Saving the Nurture Campaign List
Bretoni saves the filtered contacts as a new Smart List called “Nurture Campaign 2.”

21:25 – Creating Smart Lists From the Plus Button
The plus button allows users to create a Smart List by naming it and choosing filters.

21:49 – Three-Dot Menu Options
The three-dot menu includes export, restore deleted contacts, manage Smart Lists, and manage duplicates.

22:30 – Managing Smart Lists
Users can view all Smart Lists and edit, duplicate, trash, or share them.

23:05 – Manage Duplicates
The Manage Duplicates tool helps clean up contacts after importing lists.

23:35 – Duplicate Matching Options
FBS can search for duplicates by email, phone number, or name.

24:05 – Merging Duplicate Contacts
When duplicates are found, users can choose a master record and merge contact information, messages, tags, and other details into one contact.

25:10 – Reviewing Duplicates Side by Side
Users can review duplicate records before merging to make sure they keep the best information.

26:00 – Selecting Contacts From a Smart List
Users can select individual contacts or all contacts inside a Smart List.

26:40 – Select All Across Pages
If contacts span multiple pages, users should click Select All to include everyone in the list.

27:12 – Bulk Actions
Once contacts are selected, users can export, trigger automation, send email, add tags, or send SMS.

28:00 – Sending Bulk SMS
For a Smart List of people with phone numbers, coaches can send a bulk text message.

28:44 – SMS Setup
Users can name the action, choose a sending number, use a template, write the message, attach files, and send or schedule the message.

29:30 – Drip Mode
Drip Mode allows users to send messages in batches, such as a certain number per day or per hour.

30:15 – Industry-Based Smart Lists
Coaches can create lists for HVAC companies, roofers, dentists, or other industry groups when industry data is stored on the contact.

31:03 – Adding Industry as a Field
Users can manage fields and add the industry field so it appears on the contact list.

31:40 – Updating a Contact’s Industry
Bretoni opens a contact and shows how to enter the person’s industry so it can later be used as a Smart List criterion.

32:30 – Final Smart Lists Recap
Smart Lists allow coaches to segment contacts, create marketing groups, and send targeted communication.

33:00 – Closing
Bretoni closes the session and thanks everyone for joining.

Five Key Takeaways

• Smart Lists help coaches organize contacts into useful segments instead of working from one large general list.
• Filters are the foundation of Smart Lists. Coaches can filter by phone number, tag, email, first name, industry, area code, location, and more.
• Tags are useful for identifying contacts by campaign, event, nurture status, or other categories.
• Smart Lists make outreach more targeted because coaches can send emails, SMS messages, automations, or follow-up campaigns to a specific group.
• Cleaning up duplicates matters, especially after importing contacts from spreadsheets or bulk lists.

Notable Quotes

“Smart Lists in the FBS are lists where you can group different persons by similar criteria.”

“This can be very useful to you, especially when you’re ready to do marketing campaigns.”

“Filters are similar to criteria.”

“Tags in the system are identifiers.”

“You’re also going to be able to nest these filters.”

“You can group or layer these tags to get something very specific from this list.”

“You can send out your messages in bulk.”

“Very powerful stuff, grouping the persons, creating your segments, your marketing segments.”

Action Steps from the Call

1. Open FBS and go to Contacts.
2. Review the All contacts tab.
3. Adjust the page size if you want to view more contacts at once.
4. Add a contact manually to understand the contact form.
5. Review the Do Not Disturb settings.
6. Import contacts from a CSV when working with a larger list.
7. Use Manage Fields to customize the columns you see.
8. Add custom fields if you need to store unique information.
9. Open Advanced Filters.
10. Create a Smart List for contacts with phone numbers.
11. Save the filtered view as a new Smart List.
12. Create a Smart List using tags, such as “add to nurture.”
13. Practice nested filters using “and” logic.
14. Practice additional filters using “or” logic.
15. Create industry-based Smart Lists when industry data is available.
16. Use area code filters for local outreach.
17. Manage and clean up duplicate contacts.
18. Merge duplicates carefully using the best master record.
19. Select contacts from a Smart List for bulk actions.
20. Send targeted emails or SMS messages to specific Smart Lists.
21. Use Drip Mode when sending messages in batches.
22. Keep contact data updated so Smart Lists remain useful.

Resources & Tools Mentioned

• Mastering Your Tech
• FBS / Focused.com Business Suite
• Contacts
• Smart Lists
• Advanced Filters
• Contact Fields
• Custom Fields
• Do Not Disturb / DND
• CSV Import
• Google Sheets
• Excel
• Tags
• Add to Nurture Tag
• Nurture Campaign
• Manage Fields
• Manage Smart Lists
• Manage Duplicates
• Merge Contacts
• Export Contacts
• Sharing and Permissions
• Bulk Email
• Bulk SMS
• SMS Templates
• Drip Mode
• Automation Triggers
• Industry Field
• Area Code Filtering