Fundamentals: Organize your base into groups

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This lesson will teach participants the various ways you use searches to further categorize your base through the use of static and smart groups.


  • Understand the difference between static and smart groups
  • Understand how to remove people from groups and impact on smart group


Participants must have a basic familiarity with searching.


This lesson should take approximately 30 minutes.

Do an advanced search by the “Person Responsible” field. Ask everyone to follow along, but choose themselves as the Person responsible.

Under Actions, select New Smart Group and create a smart group for your people. Use the prefix: FUN and explain the naming convention.

Next, do a search for your smart group.

Explain: because it is a smart group, every time a new contact is added with you as the responsible person, it will show up automatically in your group.

Summarize: smart groups are like saved searches. Group naming conventions are critically important!

Final Exercise

Use the smart group you created to find your contacts. We have to make a follow up call to the people you canvassed to invite them to the membership meeting. We have to record the phone conversation as an activity, with notes on how the call went. Find everyone in your smart group. Then, one-by-one, add a new phone call activity. You can make up notes, whether you contacted them, etc.

Extra credit: If you did searches in the last lesson on your organizational database that returned useful information, create smart groups based on it.