Members, orders, courses, events, products: most of what you manage lives in a list, and the lists share the same controls. Learn them once on your member list and you know your way around the others.
The header
The controls sit along the top of every list.
- Search matches as you type. On the member list it finds first name, last name, email and the full name, so "Anna Berg" finds Anna Berg.
- Filter builds conditions for anything search cannot express.
- Columns chooses which fields the table shows.
- The view switch moves between the shapes a list offers.
- The button on the right creates a new entry.
Choosing a view
Lists that offer more than one shape show a view switch with Grid, List and Table. The member list adds Map. Lists with a single shape, such as orders, have no switch.
The Table puts everything in rows and columns and is best for comparing and scanning. The List gives each entry a line with the essentials. The Grid shows tiles with pictures, which suits courses more than it suits people.
Your choice is remembered per list. Set your members to table and your courses to grid, and each one opens the way you left it.
Filters
Click Filter, then Condition, and build the rule in three parts: a field, an operator, a value.
Which operators you get depends on the field.
| Field type | Operators |
|---|---|
| Text | contains, does not contain, is, is not, is set, is not set |
| Choice | is, is not |
| Date | is, before, after, between, is set, is not set |
| Number | =, ≠, >, <, ≥, ≤, between, is set, is not set |
| Yes/no | is true, is false, is set, is not set |
| Linked records | has, has not |
"is set" and "is not set" need no value. They ask whether the field is filled at all, which is the fastest way to find records with something missing.
Dates count in whole days. "after" starts with the following day, and "between" includes both the first and the last day.
Add a second condition and both must match. Filters narrow, they never widen. Clear removes all conditions at once.
Filtering on members reaches further than the basics. Beyond name, email and status you can filter by tag, group, segment, country, language, engagement, last login, last active, and, when those features are on, by the courses, hubs, calendars, forums and badges a member has. With Payments on, you can also filter by what someone bought, how much they spent and when they last purchased. Every custom field you create becomes filterable too.
Columns
Columns decides what the table shows, so it appears in table view. Switch a field on to add it, switch it off to remove it, drag to reorder. The first column is always visible and cannot be removed, and Reset to defaults puts everything back.
Hide what you never read. A table of six meaningful columns is quicker to work with than one of twenty where the important one has scrolled out of view.
Your column choice is per list and per person, so nobody else's table changes when you clean up yours.
Saving a view
A filter you rebuild every morning should be a saved view. Saved views are available on the member list.
Set up the filters you want, press Save and give the view a name. It appears as a chip in the filter bar, one click away. You can keep up to ten views per list.
- Click the star on a chip to Set as default view. The list then opens with that view applied.
- Turn on Share with your team when you save, and your colleagues see the view next to their own. Hovering over a shared view shows who it came from.
Saved views, shared views and your default view belong to the workspace you saved them in. A shared view reaches team members of that workspace only, and only views saved by people with access to the admin area are shared.
Views like "Not in the onboarding course", "Never logged in" or "New this month" turn a recurring question into one click.
A shared view shares the filter, not the access. Your team still only sees what their role allows.
Acting on several records at once
Tick the boxes at the left of the rows and a bar appears with what you can do to all of them together.
Select all, the checkbox in the table header, takes exactly the list you are looking at: every record that matches your current search and filters, across all pages, and nothing beyond it. The bar shows how many records that is.
On members the bar includes Add Tag and Remove Tag, Add Access and Remove Access, Set Custom Field and Clear Custom Field, Activate and Deactivate, and Export CSV for the selection. If an export fails, a message tells you so.
Activating and deactivating in bulk skips your own account and everyone whose role ranks the same as yours or higher. Each status change is recorded in the audit log.
Bulk actions apply immediately and are not undone by a back button. Bulk delete asks you to type the word "delete" for exactly that reason.
A working habit
Filter first, then choose the columns that answer your question, then save the result if you will ask it again.