If you’re running B2B marketing and tired of blasting emails to the same stale list, this is for you. Static spreadsheets and clunky CRMs waste your time and hurt your results. You want lists that actually update themselves, so you can reach the right prospects when they’re paying attention. That’s where Funnelflare comes in. It’s not magic, but with the right setup, it can keep your outreach sharp and your pipeline full.
Let’s cut through the hype and walk through exactly how to use Funnelflare to build dynamic contact lists that actually help your B2B marketing. I’ll share what works, what’s nonsense, and where to focus your effort.
Why Static Lists Don’t Cut It Anymore
Before we get into the how-to, here’s why you shouldn’t waste another day with static contact lists:
- People change jobs. Companies merge. Data gets stale fast.
- Timing matters. A prospect who ignored you last quarter might be ready now.
- Targeting is everything. Sending generic emails to everyone is a waste of everyone’s time—including yours.
A dynamic list updates itself based on criteria you set. Done right, it means less manual work, fewer dead ends, and better results.
Step 1: Get Your Data In Order
You can’t build a useful dynamic list on junk data. If your contact info is spotty, full of duplicates, or missing key fields, even the fanciest tool won’t save you.
What to do: - Clean up your current list. Remove obvious junk, outdated contacts, and duplicates. - Tag your contacts. Add fields you’ll actually use—like industry, job title, location, or deal stage. If you can’t filter by it, it’s not helping you. - Import into Funnelflare. Funnelflare plays well with CSV files, most CRMs, and other sources. Double-check your import so you don’t create more chaos.
Pro tip: Don’t obsess over perfection. Get your best contacts in, and plan to improve as you go. You’ll find gaps later—fix those as you spot them.
Step 2: Define Who You Actually Want to Target
“Everyone who might buy from us” is not a strategy. You should know who you’re after, or at least be ready to experiment.
Ask yourself: - Are you after specific industries? - Certain company sizes? - Only decision makers? Or influencers too? - Geographic restrictions? - Are there behaviors you care about (like visiting your website or opening a previous email)?
Write these down. It’ll save you time in the next step and keep you honest when you’re tempted to add “just one more” segment.
Step 3: Build Smart Filters in Funnelflare
Now you’re ready to actually build your dynamic list.
How Funnelflare Handles Dynamic Lists
In Funnelflare, dynamic lists are called “Smart Lists.” They update automatically when contacts match (or stop matching) your filters.
To create a Smart List:
1. Go to Contacts > Smart Lists.
2. Click “Create Smart List.”
3. Set your rules. These are AND/OR filters. For example:
- Industry = SaaS
- Company Size > 50
- Job Title contains "VP" OR "Director"
- Last Activity within 30 days
4. Save it. Give it a clear name, like “US SaaS Decision Makers, Active 30d.”
What works:
- Combining demographic (who they are) and behavioral (what they do) filters.
- Using recent activity as a filter—people who just engaged are more likely to respond.
- Keeping lists specific. Broad lists sound nice but lead to generic messaging.
What doesn’t:
- Overcomplicating with 10+ rules. You’ll end up with too few contacts or a mess you can’t debug.
- Relying only on firmographics. If you ignore behavior, you’re missing easy wins.
Ignore:
- Vanity filters (like “contacts created in the last week”). Unless you know why you need it, skip it.
Step 4: Automate List Refresh and Notifications
The whole point of dynamic lists is to avoid babysitting.
How to automate in Funnelflare: - Automatic updating: Smart Lists update on their own anytime data changes. No need to hit “refresh.” - Notifications: You can set alerts for when new contacts enter a list or when a contact takes a key action (like booking a meeting). - Good if you want sales to jump on hot leads. - Bad if you just create more email noise—be picky about what triggers a notification.
Pro tip: If you find yourself ignoring notifications, turn them off or tighten your filters. Alerts should be rare and important, not constant background static.
Step 5: Use Dynamic Lists in Your Campaigns
Dynamic lists are only useful if you actually use them. In Funnelflare, you can: - Send targeted email sequences to Smart Lists. As people flow in or out, the campaigns adjust automatically. - Trigger workflows (like sending a LinkedIn connection request or alerting a rep) based on list membership. - Exclude certain lists from campaigns (e.g., current clients from prospecting blasts).
What works:
- Building campaigns for your Smart List, not the other way around.
- Reviewing performance by list—so you can double down on what gets replies.
- Testing different messages for different lists.
What doesn’t:
- Setting and forgetting. Check your lists monthly. If you see weird fits or dead leads, tighten your rules.
- Using dynamic lists as a magic bullet—if your messaging is bad, no amount of filtering will save it.
Step 6: Monitor, Tweak, and Keep It Real
No dynamic list is perfect from day one. The best marketers treat their lists as living things—always improving, never “done.”
How to keep your lists sharp: - Review engagement. If no one in a Smart List is opening, you’re targeting the wrong crowd or your content stinks. - Refine your rules. Don’t be afraid to prune or add filters as you learn. - Get feedback from sales. They’ll tell you if the leads are junk. - Watch for data rot. Set a calendar reminder to spot-check your lists every month or quarter.
Pro tip: Resist the urge to endlessly tweak. Try one change at a time, and see what happens. Don’t chase perfection—chase improvement.
Real Talk: Where Funnelflare Shines (and Where It Doesn’t)
What Funnelflare does well: - Easy to build and update Smart Lists—good UI, not much learning curve. - Plays nicely with most CRMs and data sources. - Solid automation without needing a tech degree.
What to watch out for: - Garbage in, garbage out. If your data is bad, Funnelflare can’t fix it. - Deep segmentation (like super-niche job titles or complex scoring) can get clunky. - Over-automation. It’s tempting to set up a million triggers, but more isn’t always better.
Keep It Simple, Iterate, and Don’t Sweat the Small Stuff
Building dynamic contact lists in Funnelflare isn’t about showing off fancy filters or automations. It’s about making sure you’re reaching the right people—at the right time—without drowning in busywork. Start simple, get your data right, and make adjustments as you go. Don’t wait for the “perfect” list before you start reaching out. The best results come from testing, learning, and keeping your system as lean as possible.
Happy prospecting—and don’t let your lists go stale.