# Working with lists

> Build talent pools, shortlists and account lists — private or shared with the team.

_Collection: Tasks, Notes & Lists (productivity) — Kepler Help Center. Canonical: https://keplercrm.com/support/articles/working-with-lists/_

Lists are named collections of records — talent pools, client shortlists, BD target lists, event invitees. Unlike a filtered view (which is a live query), a list is a **curated** set: records are in it because someone put them there.

## Creating a list

  - Open **Lists** in the sidebar, choose **New list** and pick its **Record type**: candidates, contacts, companies or jobs.

  - Name it for its purpose — "Java contractors — Zurich", "CFO shortlist — Calloway".

  - Add records — select rows on any list page and use the **Add to list** bulk action, or add from a record's **Lists** tab.

## Private or team

Every list has a **Visibility** — **Private** (only you) or **Team** (the whole workspace can open it). Choose it when you create the list with **New list**, and switch it later with **Share with team** or **Make private** in the list's **⋯** menu on the Lists page. Team lists suit shortlists you want others to see; private ones suit your personal call sheets. The Lists page groups them under **Private** and **Shared with team**, and the **All lists** / **Private** / **Team** tabs filter to either.

A list belongs to the person who created it. Only the owner can add or remove records, rename it, change its visibility or delete it. Teammates can open a team list to view, filter and export it; to work on it themselves, they choose **Duplicate as my list** to get their own private copy.

## Managing membership

  - Every candidate, contact, company and job has a **Lists** tab showing its memberships — add or remove it from your lists right there.

  - Open a list to see and manage all members; the **Remove from list** bulk action clears records as they become irrelevant.

  - Adding, removing, sharing, renaming and deleting show at once; if Kepler can't save the change, it is put back and you're told.

  - On the Lists page, search your lists, filter by record type, and sort by name, record type, member count or date. Use **Rename** in a list's **⋯** menu to rename it.

## Lists vs views — when to use which

|  | List | Saved view |
| --- | --- | --- |
| Membership | Manual — curated by people | Automatic — whatever matches the filters |
| Changes when data changes | No — stable until edited | Yes — live |
| Best for | Shortlists, pools, campaign targets | Pipelines, queues, monitoring |

> **TIP:** Sourcing for a role? Work from the job's Matching tab and add keepers to a shortlist list — next time a similar brief lands, start from the pool, not from zero.