Call lists are a powerful way to streamline your prospecting efforts. In the previous article, we covered how to use GEOsearch to identify a targeted audience. Now, we’ll walk through how to build and manage call lists to support effective outreach.
You can create call lists directly from GEOsearch or from most list views in the system—such as Contacts, Properties, Inquiries, and more. For details, see the section below: “Building Call Lists in a List View.”
Note: To create call lists from a specific object, the “Allow Activities” setting must be enabled on that object. This is turned on by default.
Building Call Lists in GEOsearch
GEOsearch makes it easy to build targeted call lists to support your prospecting efforts. You can create lists such as property owners in a specific zip code, tenants with upcoming lease expirations, sellers you need to follow up with, or contacts you haven’t connected with recently.
The short video below walks you through how to create a list of property owners by city. You can follow along with the video or continue reading for step-by-step instructions.
1. Adjust Your View in the Search Results Panel
In this example, we’re representing tenants and want to identify contacts in our database with leases expiring in the next 1–2 years. After applying filters based on Lease Expiration Date, update your view by selecting: View > Tenant Contacts.
2. Add Prospects to Your Call List
Click Select All (#) to highlight all matching results, then click the ➕ (plus icon) to add them to your call list. The number in parentheses reflects how many records meet your filter criteria. Note: A maximum of 500 results can be displayed at once.
Building Call Lists from a List View
In addition to GEOsearch, you can create call lists directly from standard list views within Contacts, Companies, Properties, Spaces/Units, and Inquiries/Requirements.
To build a call list:
Navigate to the relevant object’s list view.
Apply any filters needed to narrow your list.
Click the Select All checkbox to choose your desired records.
Click Add to List to save them to a new or existing call list.
You can also assign your call list to another user. For more details, see the Managing Call Lists section below.
Using Call Lists
To begin prospecting, open the Lists widget by clicking Lists in the lower-left corner of Rethink.
Click on a list to get started.
From here, you’ll see multiple action options, including:
Archive List
Add Action Plan
New Task
Remove from List
These actions can be applied in bulk by selecting multiple records using the checkboxes.
Calling Through a List
Check the Select All box, then click the Play button.
You’ll be taken to the first contact record in your list.
After reviewing or updating the record and logging your activity, click Next to move to the next contact in the list.
When taken to the contact record, make any necessary updates to the record, then log your call or follow-up task in the activity panel.
List Limitations
Sort Order: Lists have a fixed sort order:
Records with overdue activities
Records with upcoming activities
All remaining records sorted by Record ID
Progress Tracking: Rethink does not save your place in a list. However, you can manually note the record number you left off on and use the “Skip To” function to jump directly back to that point next time.
Customizing Fields Displayed in the List Widget
To customize the fields that are displayed in the List widget (shown below) for various types of records, follow the steps below:
Go into Setup > Custom Metadata Types
Click 'Manage Records' next to List Display Fields
Click 'New' to add new values (you'll need the API Field Names)
After adding the new values, refresh your browser to see the changes
Managing Your Lists
To view and manage your existing call lists, click the Lists tab in your navigation bar.
Note: If you don’t see the Lists tab, your Rethink administrator may need to enable it for your profile.
To do this: Setup > Users > Profiles > click Edit next to your profile > find Lists under Custom Tab Settings and set it to Default On > click Save.
Assigning Lists
You can assign a call list to another user by updating the Owner field on the list record. Simply open the list and change the Owner as needed.
Adding Contacts to an Existing List
To add contacts to an existing call list:
Navigate to the relevant list view (e.g., Contacts, Companies, Properties).
Use filters as needed, then select the records you want to add.
Click Add to List.
In the pop-up window, choose the existing list from the drop-down menu.
Click Save to complete the update.
