Lists within the Contact Database

Lists are different than tags. When you upload new contacts, they are automatically brought in via a list, then associated with that list in the contacts database.

While TAGS in the contact database are only relevant at the contact level, and do not apply within events, LISTS are utilized at the event level and the contact level.

In short, TAGS are for internal organization. LISTS are for external communication.

To view your lists within your contact database, click LISTS. The number indicates how many lists your organization has set up.

After clicking LISTS, the YOUR CONTACT LISTS pop up window will appear.

The NEW STUDENTS - JAN 2025 list is a list that I uploaded recently. For more information on this process, please refer to Uploading New Contacts.

The REGISTER list refers to people who are in my contact database because they registered for an event hosted by my organization. I did not upload them manually.

The TICKET list refers to people who are in my contact database because they have bought a ticket for an event hosted by my organization. I did not upload them manually.

You can delete lists that were added manually. You cannot delete lists generated from free or ticketed registrations (denoted by the lock icon).

This icon / column denotes how many people within your contacts database belong to a particular list:

These columns denote when a list was added and when a list was amended:

To display everyone who belongs to a particular list, check the box next to the list, then click OPEN.

To display everyone that belongs to multiple lists, check the boxes next to those lists, then click OPEN SHARED CONTACTS.

You can see what lists a contact belongs to by hovering over the LIST icon next to their name on the main contacts page. For example, we can see here that Natalie Bishop is in the New Students - Jan 2025 list.

You can also view people by a combination of list and tag. You would follow the same steps as above. For example, I wanted to filter the people in my contacts list who are in the New Students - Jan 2025 list and are associated with the Medicine Dept tag. Therefore, I clicked LISTS, then chose the New Students - Jan 2025 list, then clicked VIEW BY TAG, and chose Medicine Dept. When you filter people using these tools, the cumulative filter choices display in the top left hand corner:

Whenever you want to remove all filter displays, and view your contact list in full again, simply click the ALL button in the right hand corner. If you're ever unsure if there are any filters applied to the contacts being displayed, check to see if the ALL CONTACTS button is displayed to the left. If you can see that button, it means no filters are currently switched on.

Another useful tool in SeatRobot is the ability to create lists from tags, or filtered views. Remember - the key function of lists is for email communications. Therefore, we want to delineate lists based on groups of people that we need to contact for a specific purpose.

For example, I want to invite to all of the new students that expressed interest in volunteering to an organizing event. My 'New Students - Jan 2025' list is already created. I've also created a tag called 'Volunteer Interest'. Following the steps listed above, I've applied that tag to all of the students that expressed interest in volunteering.

Using the steps explained above, I've filtered my contacts based on who belongs to both the 'New Students - Jan 2025' list AND the 'Volunteer Interest' tag. Remember, you can always double check this function based on the button that's displayed in the left hand corner:

To make a list out of these filtered contacts, I'm going to click the checkbox at the very top. This automatically selects everyone. If there are specific names you want to leave out, simply uncheck the box next to their name.

After selecting everyone you want to add, click the LISTS icon at the top.

If you'd like to create an entirely new list, click MAKE NEW LIST FROM SELECTED.

If you'd like to add these people to an existing list, click ADD SELECTED TO LIST(S).

In my case, I want to create a unique list that doesn't exist within my organization yet, so I will click MAKE NEW LIST FROM SELECTED.

You will be prompted to NAME YOUR LIST, then click SAVE NEW LIST.

After creating your list, you'll be redirected back to your main contacts page. You can see that the number of lists has increased. 

If you click the LISTS button, you can see the new list you created.

Now, when you create an event, you can invite people specifically from this list. On the EMAILS page inside your event, you'd go through the steps to create an invite. Then, at the stage where you're choosing who to send the invite to, you'd click ADD CONTACT LIST(S).

When you click this button, you can see that the list you created. You can choose this list as the recipient of your invite by clicking the corresponding + icon. When that is successfully selected, you'll see the number of people in that list display in green in the top right hand corner (in my case, 19).

When you are done selecting lists, press ADD CONTACT LIST(S).