Welcome to GrowhtHub Knowledge Base Hub
Welcome to GrowhtHub Knowledge Base Hub
How to Create and Manage Smart List
Why use Smart Lists?
Save Time – Automate segmentation rather than manually updating lists.
Improve Targeting: Segment contacts into behavioral, lead status, or engagement-based lists.
Improve CRM Organization: Keep your contact list organized and searchable.
Power Automation - Leverage Smart Lists in workflows to execute actions automatically.
What are Smart Lists?
In GrowthHub, a Smart List is a dynamically updating contact list based on predefined filters and conditions. While static lists remain the same until they are manually updated, Smart Lists self-adjust in real time with the addition of new contacts who meet the specified criteria. It allows you to filter and personalize contacts based on certain conditions, including custom fields. You can choose what columns appear, and the Smart Lists update in real-time as contact data changes.
This feature can be accessed under the GrowthHub → Contacts tab → Smartlists.
How Do Smart Lists Work?
Real-Time Updates: Contacts will be automatically added or removed based on filters such as tags, custom fields, engagement activity, or opportunity stages.
Automated Segmentation: Easily create lists of leads, active customers, or prospects without manual updates.
Advanced Filtering: means that Smart Lists allow you to apply several filters simultaneously; for example, "Opened an email in the last 30 days" + "Has an open invoice".
Workflow Integration: Smart Lists enable automated workflows for personalized engagement at scale.
Setting Up Smart Lists
Creating a Smart List within GrowthHub is an easy thing to do, enabling you to automatically segment contacts based on specific criteria. Rather than manually editing and updating your lists, Smart Lists will keep your contact groupings sorted and updated in real time. To create your first Smart List, follow these steps:
1. Navigate to Contacts > Contacts/Smart Lists and click on "More Filters."
2. Please select one or multiple filters using the drop-down menu on the right-hand side of your screen.
3. Once you've selected a filter, fill in the required information and click "Apply" to lock in your filter.
4. In order to add further filters, choose “AND.”
5. Click “Save as smart list” at the bottom of your screen to save your filter(s) permanently as a list.
Managing Smart Lists
With Smart Lists, you are able to modify, filter, and manage them to better fit your needs within your business. You can apply different filters, adjust the conditions, or even duplicate existing lists for more refined segmentations.
1. To access your Smart Lists, navigate to the Contacts section and select the name of a Smart List from the top to open it.
2. To change an existing Smart List, open the list, and on the right-hand side, you will see the filters that have been saved for that list.
3. Click on the trash can icon or X. To edit a filter, click on the pencil icon or the dropdown arrow to delete a filter. Click the Save icon to save your changes.
4. You can manage your Smart Lists by clicking on "Manage Smart Lists" in the top right of the Contacts page. In this section, you are able to duplicate, share, rename, or erase/delete a SmartList using the icons on the right side.
Example of Creating Smart Lists
Develop a list of all contacts who have never been contacted or have not been contacted in at least 90 days.
1. Go to Smart List > Go to All Tab
2. Click More Filters
3. In the text box that shows 'Add Filter', type 'Last Activity.' You'll see the 'Last Activity' filter as one of the options.
4. Select the last activity filter. Once it's added. Click the 'More Than' radio button. Type in 90 days 5. Click on the column's dropdown. Select the Last Activity column 6. Click the + icon to name & save this list
Why Emails Get Marked as Spam (and How to Fix It)
Mailbox providers use many signals to decide whether an email belongs in the inbox or the spam folder. Below are the most common reasons emails are flagged as spam—and what you can do to prevent it.
Sending Emails From a Public Domain
If you’re sending emails from free domains like gmail.com, yahoo.com, or similar, mailbox providers are more likely to treat your messages as spam. These domains aren’t designed for bulk or business email sending.
How to fix it:
Send emails from a custom domain you own
Make sure the domain aligns with your brand identity
👉 Refer to: Dedicated Email Sending Domains Overview & Setup
DMARC Authentication Issues
If your sending domain has a DMARC policy in place but hasn’t been properly verified with your SMTP provider, your emails may fail authentication and be routed to spam.
How to fix it:
Confirm your domain is fully authenticated with your SMTP provider
Ensure your GrowthHub emails pass DMARC checks by following your provider’s setup instructions
List Quality & How You Collect Subscribers
Once technical setup is handled, list quality becomes one of the biggest drivers of deliverability. Poor list practices almost always lead to spam issues.
Make sure that:
Every Subscriber explicitly agreed to receive your emails
Inactive or unengaged Subscribers are removed on a regular basis
Signup forms use double opt-in for confirmation and security
For deeper insights, check out our Introduction to Email Deliverability guide.
Sending Emails Within the Same Domain
Are you emailing users on the same domain you’re sending from?
Example: sending from [email protected] to [email protected].
This often causes spam filtering because your mailbox sees an incoming message that appears to come from itself—but wasn’t actually sent internally (it was sent via GrowthHub). This can look like spoofing.
How to fix it:
For testing, send emails to external addresses like Gmail or Yahoo
For real internal communication, ask your domain administrator to whitelist your SMTP provider’s IP address
Sending Volume or Frequency Problems
Mailbox providers closely track how often you send emails and how many you send at once. Sudden spikes in volume can trigger spam filters.
How to fix it:
Gradually increase your sending volume over time (domain warm-up)
Keep your sending schedule steady and predictable
Avoid long breaks followed by large email blasts
Email Content Triggers Spam Filters
Even with proper authentication, your email content can still raise red flags.
Common content-related issues include:
Excessive promotional or urgent wording (e.g., “FREE $$$,” “Act Now,” “Last Chance”)
Emails made up mostly of images with little text
Use of link shorteners like bit.ly
Large attachments or unsupported file types
How to fix it:
Write emails in a natural, human tone
Maintain a healthy balance between images and text
Link directly to your website instead of using shortened URLs
Frequently Asked Questions
Q: How can I check if my emails might land in spam before sending?
You can use email testing tools that review content, authentication, and sender reputation. It’s also helpful to send test emails to different providers (Gmail, Yahoo, Outlook) to see where they appear.
Q: What should I do if my domain has a low sender reputation?
Start by reducing risk factors: clean your list, improve engagement, and slowly rebuild volume. Consistent sending and meaningful Subscriber interaction are key to restoring trust.
Q: How often should I clean my email list?
A good rule of thumb is every 6–12 months. Remove inactive Subscribers and those who haven’t engaged to keep your list healthy and protect deliverability.