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How to create and use Contact Lists

Save time by creating reusable contact lists for groups you message regularly

Instead of selecting the same group of employees every time you send a message, you can create a saved list and reuse it with one click. goHappy offers two types of lists — one that updates automatically based on criteria, and one where you hand-pick specific individuals.

Where to Find Lists

  1. Click Messaging in the main navigation
  2. Click the Lists button
  3. Click New Contact List to create a new one

Step 1: Name Your List

Give your list a clear name that describes who's in it.

Examples: "Admin Group," "Safety Team," "District 5 Managers," "Night Shift"

Step 2: Choose Account List or Personal List

Type Who Can See and Use It
Account List All Admin users in the account can see and use this list
Personal List Only you — your user credentials are the only ones with access

💡 Tip: Use Account Lists for groups that other admins or managers may need to message too. Use Personal Lists for groups that are specific to your own workflow.

Step 3: Select a Contact Type

If your account has multiple contact types (e.g., Employees, Team Members), select which group this list should pull from. Most lists will be based on your Employees contact type.

Step 4: Choose Your List Type

There are two types of lists in goHappy — choose the one that fits your use case:

Option A: Criteria-Based List

A criteria-based list is dynamic — it automatically updates based on your employee data. Anyone who matches the criteria at the time you send will be included, even if they were hired after the list was created.

How to build criteria:

  1. Select a data field from the first dropdown (e.g., Job Title, Area, Location, Department)
  2. Select the matching value (e.g., "Admin," "District 5," "Store Manager")
  3. Add additional rules using AND or OR logic:
    • AND — the employee must match all conditions (e.g., Job Title is Admin AND Area is West)
    • OR — the employee matches any condition (e.g., Job Title is Admin OR Area is West)
  4. Click Save

💡 Example: Create a list where Job Title is "Store Manager" — today it might match 262 employees. If someone leaves tomorrow, it automatically drops to 261. If a new store manager is hired and added via the HRIS file, it goes back up to 262. You never have to touch the list.

Best for:

  • Role-based groups (all store managers, all caregivers, all supervisors)
  • Location-based groups (all employees in a specific district or region)
  • Any group that changes regularly as people join or leave

Option B: Specific Contacts List

A specific contacts list lets you hand-pick individual employees by name. The list stays fixed until you manually edit it.

How to build it:

  1. Select Specific Contacts
  2. You'll see a contact selection screen similar to the messaging screen
  3. Search for and select each individual you want to include
  4. Click Save

⚠️ Important: If someone on a specific contacts list leaves the company, goHappy will automatically remove them from the list. However, if someone new should be added, goHappy won't know — you'll need to come back and edit the list manually to add them.

Best for:

  • Groups with no common criteria that unites them — like a culture committee, safety team, or wellness champions
  • One-off or project-based groups
  • Small, stable groups that don't change often

How to Use a List When Sending a Message

  1. Go to Messaging and select your contact type
  2. Click Use a List
  3. Select the list you want to use
  4. goHappy will select all employees who currently match that list
  5. Click Compose Message and send as normal

For criteria-based lists, the selection reflects whoever matches the criteria at the time you send — so it's always current.

Managing Your Lists

You can edit any list at any time by clicking Edit on the list. Common reasons to edit:

  • Adding or removing individuals from a specific contacts list
  • Updating criteria on a criteria-based list
  • Renaming a list

Frequently Asked Questions

What's the difference between a criteria list and a specific contacts list? A criteria list updates automatically — it always reflects whoever currently matches your rules in the employee data. A specific contacts list is fixed — you choose exactly who's in it and update it manually when membership changes.

Can managers create lists too? Yes. Both Admins and Managers can create lists. Managers will only be able to include employees within their assigned location or department.