# 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