Managed Lists

If you use query lists with a changelog in the database view, managed lists bring that same capability into the web view — with a modern, auditable approach to controlling list membership.

A managed list is a constituent list where you directly control which records are included, rather than relying on filter criteria. Every addition and removal is tracked in a changelog, so you always know who changed the list, when, and why. This gives your team full accountability over list membership — whether you're managing event invitees, appeal recipients, or any group that requires a documented record of changes.

Note: Managed lists do not have a filter bar. You build and maintain membership exclusively through adding and excluding records. Search, sorting, output columns, and exporting all work the same as other constituent lists.

Create a managed list

To start a new managed list, you choose a starting source — individual constituents, an existing list, or a query from the database view — and all records from that source become the initial membership of your list.

From Constituents, Constituent lists, select Add .
Select Create a managed list.
Enter a unique name and description for the list.
Select whether others can view or manage the list.
Select a source to populate the initial membership:
- Individual constituents — Search for and select specific people to include.
- A list — Select an existing constituent list. All records currently in that list are copied into your managed list.
- A query — Select a static query, dynamic query, or query list from the database view. The query's current results become the initial membership.
Tip: When you create a managed list from a query list that has a changelog in the database view, that changelog history is automatically migrated into your new managed list. This means you retain the full audit trail from your existing query list workflow.
Select Save.

Note: After the list is created, membership is fixed to the records you've added. Unlike filter-based lists, a managed list does not dynamically update when records change — you control every addition and removal directly.

Add or remove constituents

After your managed list is created, you maintain its membership by adding or excluding records. Every change you make is recorded in the changelog automatically.

Select Add/Exclude to modify the list's membership:

Add individual constituents — Select Add to this list and search for specific people to include.
Add from a list or query — Select Add to this list, then Add a list of records to add all records from another list, or search for a query to add its current results.
Exclude constituents — Select Exclude from this list and search for specific people or a list of records to remove.

For more detail on the add and exclude workflow, see Add or Exclude Constituents in a List.

Note: When you add records from a query, the query's results are copied at that point in time. If the query's results later change, your managed list is not affected — you would need to re-add the query to capture new records. Only new records are added; records already on the list are not duplicated.

View the changelog

The changelog provides a complete audit trail of every modification to the list — so you can see exactly who changed the list, when, and what they did. This is the web view equivalent of the changelog you may be familiar with on query lists in the database view.

To view the changelog, select Add/Exclude, View changelog.

Each entry in the changelog includes:

Date — When the change was made.
User — The user who made the change.
Action — The type of change (for example, records added or excluded).
Description — Details about the change, such as the source list or query used.
Records after — The number of included and excluded records in the list after the change.

Tip: If you created the managed list from a query list in the database view that had a changelog, those historical entries appear in the changelog alongside any new web view changes. This gives you a continuous audit trail across both views. However, after creation, the managed list and the original query list are completely disconnected — changes you make in one view do not affect the other. You can continue to use and edit both independently.

How managed lists compare to filter-based lists

Understanding when to use a managed list versus a filter-based list helps you choose the right approach for your workflow:

Managed lists — You control membership directly. Records are added or removed only when a user takes action. Every change is audited. Best for lists that require accountability, such as event invite lists, appeal recipients, or any group where you need to document who was included and why.
Filter-based lists — Membership updates automatically based on criteria. Records appear or disappear as data changes. Best for dynamic segments like "all donors this fiscal year" or "constituents in a specific region" where you want real-time results.

Tip: You can use both approaches together. For example, run a dynamic filter-based list to identify prospects, then create a managed list from those results to lock in the recipients for a specific event invite — with a full record of any additions or removals. After creation, the managed list and the filter-based list are independent; changes to either list do not affect the other.

For more about lists in general, see Lists.