Workshop_2026_11_03 HANDOUT: Clean House monthly maintenance kit
How to save each list: open All People, click Filters, add the filters below, then click Save as new smart list at the bottom of the filter panel. For date filters, choose Relative Date so the list stays current every month.
Five Smart Lists to save once and run on the first Monday of every month. Work them top to bottom. Each one should take a few minutes once the first big cleanup is done.
The five lists
List name | Filters | What to do with it |
|---|---|---|
Stale Leads | Stage includes your first stage (whatever new contacts land in: Lead, New Lead, New Recruit, or your own name for it) AND Created At more than 90 days ago (Relative Date) | Move the ones you have talked to forward by hand. Bulk-move the rest to Nurture. |
Unassigned | Assigned To: Is Unassigned | Bulk-assign to a user, a pond or a group. Nobody assigned means nobody follows up. |
No Contact Info | Email is empty AND Phone is empty (use AND, not OR) | Find the missing details or delete. If you cannot reach them, they are a line item, not a lead. |
Gone Quiet | Last Activity Date more than 60 days ago (Relative Date) | Pick the ones worth a personal touch. Enroll the rest in a re-engagement automation. |
Bad Tags | Tags includes the spelling you are retiring | Merge the bad tag into the correct one (Settings > Tags, merge icon), or bulk-add the correct tag and bulk-remove the bad one. Delete this list once the bad tag is empty. |
Duplicates
Search by name (full name, or last name only to catch spelling differences) and compare the records side by side.
Always open the record you want to keep, then merge the other one into it from inside that record. You pick which details to keep; tags, notes and history carry over.
Merge into the record with the most history.
If either record has saved home searches, merge into the one that owns them.
Most duplicates come from formatting: a phone with an extension typed in, or an email with a portal "+" tag. Fix the field, then merge.
Tags
Pick one spelling per tag (Title Case works well) and write it down for the team.
Merge the bad spelling into the good one: Settings > Tags, find the tag, click the merge icon in its row.
Prefer bulk actions? Filter by the bad tag, bulk-add the good tag, then bulk-remove the bad one.
Contracts
Closed deals still sitting in an active stage make your reports wrong. Move them to Closed and mark them Won or Lost.
Deleted contacts
Deleted contacts are not gone. Open Deleted Leads at the bottom of All People and click Restore.
The red Delete button on a row and Empty Trash delete permanently. There is no undo.
Automations
Sent twice usually means the contact was enrolled twice. Open the contact, Automations tab, to see their enrollment history.
Never sent usually means the contact was in it before and Re-enrollment Policy is set to Never. Find it in the automation: Edit, Settings tab.
Pause any automation nobody has been enrolled in for 90 days: uncheck Active on the automation card.
Permissions
The account owner turns delete and export on or off for each member: My Team, edit the member, Contact permissions.
A member who can export only exports the contacts assigned to them.
Team Security has Restrict Permanent Deletion to Owner if you want only the owner able to delete permanently.
Monthly checklist
Stale Leads worked
Unassigned cleared
No Contact Info cleared
Gone Quiet reviewed
Bad Tags list empty (then delete the list)
Duplicates checked after any import
Contracts board matches reality