Filtering Profiles with the List Builder

Filtering your profiles is the first step to running reports, sending targeted email messages to your participants, or assigning team roles.

You can use the List Builder to narrow down your profile list based on specific criteria, such as profile completion status, age, medication needs, and/or any answers to specific questions asked in your participant forms (commonly known as the Health Profile).

In this article:

• Understanding Filter Logic (AND vs. OR)
• How to Create a List
• How to Save and Share Lists
• How to Delete a List
• Common Use Cases
• Available Conditions
• FAQs

Understanding Filter Logic (AND vs. OR)

Before you build a list, it is helpful to decide if your search needs to pull a list of profiles that meet all conditions (strict) or any condition (flexible). The List Builder allows you to toggle between two types of logic to get the exact group of people you need without merging spreadsheets later. 

'AND' Logic (strict): Use this when a profile must meet every condition you select in order to show up on the list.

• Example: You want a list of campers who are in Session 1 AND have a Food Allergy. If they only meet one of these criteria, they will not appear on the list. 

'OR' Logic (flexible): Use this when a profile can meet any of the conditions you select in order to show up on the list.

• Example: You want a list of everyone with dietary restrictions. You can search for Diet Restriction - Any Diet Restriction OR Food Allergy. If they match either one of these criteria (i.e., meet at least one), they will appear on the list.
• Important: Using ‘OR’ logic broadens your search by pulling a list of all profiles that meet any of your criteria. Always check your final list to ensure it is not pulling a wider group than you intended.

Use the List Builder to create dynamic lists using ‘AND’ logic, ‘OR’ logic, or a combination of both, depending on your needs.

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How to Create a List

When you create a list, you define exactly which profiles appear and which ones are excluded. 

Note: By default, the list shows all participants with current and upcoming registrations. 

1. Go to the List Builder. 
2. Choose your logic type: 
   • Click the + AND CONDITION button to find profiles that match all of your selected criteria.
   • Click the + OR CONDITION button to find profiles that match at least one of your selected criteria.
3. Select a condition from the drop-down menu.
   Tip: For a list and brief description of each condition, please see the list of Available Conditions.
   Tip: If you want to filter for all participants in a past session or sessions, add the Group Select condition, and check the Show Past Groups box that appears. 
4. Repeat steps 2 and 3 to add more conditions.
   Note: You can add up to eight 'OR' conditions. There is no limit for 'AND' conditions.

5. Observe the profile count on the bottom left of the List Builder as you build your list. It updates in real-time to show you how many profiles match your current logic and conditions.

   

6. (Optional) Once your logic and conditions are set, click Save List to save your selected conditions to use later.  

Tip: If you need to start over, click the Restore Defaults button to quickly return to a list of all current and upcoming registrations.

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How to Save and Share Lists

If you frequently use the same conditions, you can save time by saving these conditions as lists for later use. You can also share your saved lists with other staff members at your organization. Saved and shared lists appear in the Default List drop-down menu. 

Note: A shared list can only be deleted by the provider who originally created the list. A shared list that is deleted will be removed for all providers.

1. Create your list using the steps above.
2. Click the SAVE LIST button.
3. Choose one of the following from the drop-down menu:
   • New List: Type the name for your new list.
   • Overwrite Existing: Select a previously saved list to overwrite.
4. (Optional) Check the Share this list with other providers box to let other staff members access this list.
5. Click the SAVE button.

Your saved list will now appear in the Default List drop-down menu at the top of the page.

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How to Delete a List

When you no longer need a Saved List that you created, you can easily delete this list from the Default List drop-down menu. 

Important: A shared list can only be deleted by the provider who originally created the list. A shared list that is deleted will be removed for all providers.

1. In the Default List drop-down menu, select the list that you want to delete.
2. Click the DELETE LIST button.
3. Click the DELETE button that appears in order to confirm your decision.

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Common Use Cases

Use the List Builder conditions to solve specific problems. Common examples are found below. 

Health & Safety

• Consolidated Allergy List: Use the + OR CONDITION to create a single list of all participants with either a food allergy or a dietary restriction.
• Enforce Safety Thresholds: Use the Dimensions Height, Dimensions Weight, or Numeric Questions conditions with comparison operators (e.g., 'greater than' or 'less than') to ensure participants meet the safety and eligibility requirements for specific activities. 
• Daily Medications: Add the Taking at Camp / School condition to view a list of participants who have medications scheduled to be administered during camp or school
• Profile Reviews: Add a Review Status condition to identify profiles that have or have not yet been reviewed by your staff. 

Registration & Financials

• Incomplete Profiles: Add a Completion Status condition to find a list of profiles who have not finished completing their health forms.
• Outstanding Balances: Add the Balance condition to find profiles that still owe tuition or fees (e.g., Balance is ‘greater than’ 0).
• Consolidated Group List: Use + OR CONDITION to create a single list of all participants who are registered to Program A or Program B.

Communication & Logistics

• Bounced Emails: Select Bounced Emails from the Default List drop-down menu to identify users who are not receiving your communications and who may have incorrect email addresses.
• Cabin or Group Assignments: Add a Tags condition to view a list of profiles belonging to a specific subgroup, such as a specific bunk/cabin, swim level, or homeroom. 
  Tip: Use the Tags > is empty or Tags > ISN'T conditions to easily identify profiles that are missing required tags or have not been assigned certain tags.
• Current Providers: Select Providers (Current) from the Default List drop-down menu to view a list of all your current staff members in the system.

Missing Information and Exclusions

• Missing Requirements: Use the Tag > Is Empty condition to instantly find participants who have not yet been assigned a necessary tag (e.g., cabin assignment or check-in status).
• Targeted Re-Enrollment Campaigns: Use the Group Select > ISN'T condition to find campers who attended last year but are not yet registered for the current year.  
• Waitlist Exclusions: Use the Waitlisted Status > ISN'T to easily exclude waitlisted participants from your active communication lists. 

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Available Conditions

Below is a reference list of all available List Builder conditions. 

Note: You may not see every option listed here, as availability depends on the features enabled for your organization.

Demographics

Users

Registrations

Notes

Health Profile

Allergies

Dimensions

Medications

OTCs

Tags

Financial

Coupon

Add-On

Protection Plan

Permissions

Attendance

Prescreening 

Questions 

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FAQs

Q: What is the difference between 'AND' and 'OR' logic? 

A: Think of ‘AND’ as being strict (a profile must match all criteria) and ‘OR’ as being flexible (a profile only needs to match one criteria). Use ‘AND’ when you need a person to have everything you list (e.g., they must be in Session 1 AND have a Food Allergy). Use ‘OR’ when you want to cast a wider net and find people who have at least one of the items (e.g., show me anyone who is either registered to Camp Maple OR Camp Leaf).

Q: Is there a limit to how many conditions I can add?

A: If you are using ‘OR’ logic, you can add a maximum of eight (8) conditions. If you are using ‘AND’ logic, there is no limit to the number of conditions you can add.

Q: Why are some conditions greyed out when I use 'OR' logic?

A: Some complex conditions are not currently supported by ‘OR’ logic. To prevent errors and ensure your list loads quickly, the system automatically disables any conditions that cannot be used in this mode.

Q: Can I combine 'AND' and 'OR' conditions in the same list?

A: Yes, you can combine ‘AND’ and ‘OR’ logic to build highly specific lists. For example, you can filter for participants attending a specific session (e.g. Camp Arbor > Session 1) AND those that are assigned to either Cabin A OR Cabin B. This will compile all participants registered to Camp Arbor > Session 1 that are in either Cabin A or B, without having to create and merge two separate lists.

Note: To ensure list clarity and system performance, there is a limit of eight (8) ‘OR’ conditions per list.

Q: Will my previously saved lists change automatically?

A: No, all of your existing saved lists remain exactly as you built them. You can update a saved list by making your desired changes and selecting Overwrite Existing when saving the list.

Q: How do I find participant profiles that don't have a specific tag?

A: You can use the Tags > Is Empty or Tags > ISN'T options in the List Builder. Select the Tag filter and choose ISN'T followed by the tag you want to exclude, or choose Is Empty to see profiles missing tags entirely. This instantly generates a list of participants missing that specific criteria.

Q: What are some use cases for the Tag filters?

A: You can use the Tags > Is Empty to identify active profiles that have not been assigned a tag, such as a room or cabin. Use Any Tags > Are Empty to identify all active profiles that do not have any tags assigned.

Q: What is the difference between 'Tag ISN'T X, Y' and 'Tag ISN'T X OR Tag ISN'T Y'?

A: Use 'Tag ISN'T X, Y' to identify profiles that have neither Tag X nor Tag Y assigned. Both conditions need to be met in order for profiles to appear on this list. Use 'Tag ISN'T X OR Tag ISN'T Y' when you want to cast a wider net and identify profiles that do not have either Tag X or do not have Tag Y assigned to them. In this case, either condition can be met for profiles to appear on this list. 

Q: Can I filter out campers who attended last year but haven't registered for this year?

A: Yes, with the ISN'T logic, you can exclude specific populations based on Group Select, Waitlisted Status, and Protection Plan, making targeted email outreach much easier. For example, use Group Select ISN'T the current year, and Group Select IS the previous year to create a list of the profiles who attended the program last year but haven't yet registered this year.

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