Create and Manage Groups (2023)

Create and Manage Groups (1)Updatedby Nicole Huntley

  • Groups and Marketing
    • Marketing Automation
    • 3 Minute Video to Learn How!
  • Creating Groups
  • Adding Contacts to a Group
  • Filter Contacts by Group
  • Remove Contacts from a Group
  • Deleting a Group
    • Helpful Tips
  • Adding Associated Campaigns
  • Adding a Lead Source
    • Helpful Tips

Groups are a way to organize your contacts so that you can easily identify those with similar traits or goals. For example, you may want to create a group for first time home buyers, long-term sellers, or past clients. Then, you’ll be able to easily sort and market to specific types of contacts; you can add groups to campaigns and marketing emails.

Groups and Marketing

To make engaging with your contacts easy and effective, when you add a contact to a group, they will also be added to any campaign associated with that group.Similarly, if you add a contact to a campaign via a group, you will only be able to remove them from the campaign by removing them from the group. In other words, you can only remove a contact from a campaign in the same way they were added.

  • If you added them to a campaign individually, you'll remove them individually
  • If you added them via a group, you'll remove them from the group to remove them from the campaign
Marketing Automation

You can automate your marketing with groups by setting up default group assignments for specific contact types. In other words, you can automatically assign contacts to groups based on their type when they come into your system.For example, if you assign seller leads to be added to a specific group, then any new seller lead willautomaticallybe added to your specified group, as well as any campaigns associated with that group.

3 Minute Video to Learn How!

Common Contact Types

Group Ideas

Suggested Campaigns


Buyers in (area name), Buyers (price range), Long-term buyers, First time home buyers

Buyer Gorilla Marketing, Long Term Buyer, First time home buyers, Website Buyer Visitor, Monthly Newsletter, Rent VS. Buy


Sellers in (area name), Sellers (price range), Long-term sellers, Short-term sellers

Seller Gorilla Marketing, Long Term Seller, Website Seller Visitor, Monthly Newsletter, Expired Listings,

Past Client

Past Clients, Referral Sources, Sphere of Influence

Monthly Newsletter, Holiday Greetings, Best Bet Home Improvements, Birthday Greetings, Purchase Anniversary, Seasonal Stay in Touch


Renters (area name), Renters (price range)

Rent VS. Buy, Monthly Newsletter

Personal Contact

PTA, Colleagues, Soccer Parents, Church Group

Monthly Newsletter, Holiday Greetings, Green Living Tips, Birthday Greetings, Purchase Anniversary, Seasonal Stay in Touch

Creating Groups

Creating a group is easy! First, selectManage Groupsunder theContactsmenu. In this Manage Groups view, you can see your groups, how many contacts are in each group, as well as which campaigns are associated with each group.

To create a group, simply enter a group name in theCreate New Groupsfield and clickSave.Now you can start adding contacts.

Create and Manage Groups (2)

Adding Contacts to a Group

There are several ways you can add a contact to a group.

  • While Adding a Contact
  • Contacts page
  • Contact Summary page
  • During an import

Adding a contact to a group will automatically add that contact to any campaigns associated with that group. For example, if you add Group A to the Monthly Newsletter campaign, then you add a contact to Group A, that contact will automatically be added to the Monthly Newsletter campaign.

1. While Adding a Contact

When you are manually entering a Contact into your system for the first time, you have the ability to select an existing Group for the individual contact. When adding a contact,scroll down to the Groups section. Here, you can make your group selections before saving the new contact.

Create and Manage Groups (3)

2. Contacts Page

The most popular way is to navigate to the Contacts home page by clicking theContactstab and selectingAll Contactsfrom the menu. Then, click the check box next to each person that you want to add to the group, and clickBulk Update.

Create and Manage Groups (4)

Click theUpdate Groupsbutton, then chooseEdit Records,and click continue.

Create and Manage Groups (5)

From here, check theGroups or Campaignsbox, and then select the group(s) you want to add. Then click theUpdate Nowbutton.

Create and Manage Groups (6)

Remember, by adding a contact to a group, they will be automatically added to any campaigns associated with that group.

3.Contact Summary Page

You can also add a contact from their summary page. Simply click on a contact and scroll all the way down to the bottom of the page. Click onGroupsand the section will expand. You’ll be able to see what groups, if any, this contact currently belongs to.

Create and Manage Groups (7)

To add the contact to a group, clickAdd to Groups. Mark the check box next to each group you want to add the contact to and then clickAdd.

Create and Manage Groups (8)

4. During an Import

When importing contacts you will have the option, during the import process, of adding your imported contacts to a group. Applying a group label during the import process saves time by applying the same label to everyone in your import list.

At step 2 of the import process you’ll see a drop down menu you can select,Add contacts to group. Click the drop down and select the group label you want applied. This group label will be applied to all of the contacts in your import file.Learn more about importing contacts.

Filter Contacts by Group

With your contacts in groups, you’ll be able to quickly filter your database to display contacts in specific groups, or contacts that aren't in any groups. groups. Simply click the Filters button from your Contacts Dashboard, and select the group(s).

Your contact list will now show only those contacts in the selected group(s).

Remove Contacts from a Group

You can remove a contact from a group from the contact summary, or from your All Contacts dashboard. Just remember, if a contact was added to a campaign via a group, removing them from a group will also remove them from the campaign.

1.Contacts Page

Removing contacts from a group is the same as adding contacts to a group. Start by filtering your contact database to show the contacts in a specific group, select the contacts you wish to remove from the group, and click Bulk Update. Then select Groups or Campaigns, and choose the group(s) you're removing the selected contacts from.

2.Contact Summary Page

From a contact’s summary page, scroll down and expand theGroupssection. If you are removing the contact from a single group, click thedelete iconin theActionscolumn.

If you are removing the contact from multiple groups, click theRemove from Groupsbutton; mark the check box(es) for the group(s) you are removing the contact from; and clickRemove.

Create and Manage Groups (9)

Deleting a Group

To delete a group, selectManage Groupsunder theContactsmenu. Then click thedelete iconnext to the group you wish to delete.

Create and Manage Groups (10)

If you still have contacts assigned to the group, you will have option to assign those contacts to another group. After making your changes, clickSave.

Deleting a group will not delete the contacts associated with that group.

Helpful Tips
  • Deleting a groupdoes notdelete any contacts associated with that group
  • If you send an email to multiple groups, any contacts in more than one group will only receive the email one time
  • While there is no limit to how many groups you can have, we recommend putting some thought into your contact groups
  • Contacts can belong to more than one group at a time

Adding Associated Campaigns

To add all contacts in a group to specific campaigns, selectManage Groupsunder theContactsmenu. Then clickAddunderAssociated Campaigns.

Create and Manage Groups (11)

Then select the campaigns you want associated with that group and clickSave.

Create and Manage Groups (12)

Adding a Lead Source

To add specific lead sources to a group, selectManage Groupsunder theContactsmenu. Then clickAddunderLead Source.

Create and Manage Groups (13)

Then select the lead source you want associated with that group and clickSave.

Create and Manage Groups (14)
Helpful Tips
  • Set up your groups to automatically add different lead sources to specific groups and in turn, add them to associated campaigns for more automation and hands free follow up.
Top Articles
Latest Posts
Article information

Author: Msgr. Benton Quitzon

Last Updated: 06/11/2023

Views: 5870

Rating: 4.2 / 5 (43 voted)

Reviews: 90% of readers found this page helpful

Author information

Name: Msgr. Benton Quitzon

Birthday: 2001-08-13

Address: 96487 Kris Cliff, Teresiafurt, WI 95201

Phone: +9418513585781

Job: Senior Designer

Hobby: Calligraphy, Rowing, Vacation, Geocaching, Web surfing, Electronics, Electronics

Introduction: My name is Msgr. Benton Quitzon, I am a comfortable, charming, thankful, happy, adventurous, handsome, precious person who loves writing and wants to share my knowledge and understanding with you.