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Saved lists: creating, sharing, and exporting

How to build a saved list, share it inside or outside your team, export it to Excel, and set up list alerts.

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Written by Alexander Esber

By the end of this article you will know how to build a saved list, share it, export it, and get alerted when properties on it change.

What lists are for

A list is a set of properties you want to come back to — a prospecting target set, a comp set, a client's portfolio. Lists are where the leverage is: they are the only place you can run ownership research in bulk, lay data out in a table, and export.

Ways to create a list

  • My Lists > Create list — start empty and add to it.

  • The bookmark icon on any property card, which lets you add to an existing list or create one inline.

  • Add all on a set of search results, to save the whole result set at once.

  • Add all in parcel view, to save every parcel in the current map view.

  • View as list from the comps panel.

  • Bulk property upload, which creates a list from your spreadsheet automatically.

Size limits

A saved list holds up to 2,000 properties.

Two practical notes on Add all:

  • The button is hidden, not disabled, when your result count is above 2,000 or while the count still reads "1000+". If you cannot find it, tighten your filters or wait for the exact count to finish calculating.

  • A single Add all from search results tops out around 1,000 properties in practice, even though the list itself holds 2,000. To fill a list beyond that, add in more than one pass.

Sharing a list

Only the list owner can change sharing. Open the list's sharing options and you will find two independent switches:

  • Your team — can view and edit. Turning this on gives every member of your team editor access.

  • Link sharing — anyone with the link can view. Turning this on reveals a link you can copy and send to someone outside your team. They get read-only access to the list.

If you turn link sharing off, existing links stop working.

Exporting a list

  1. Open the list and switch to table view.

  2. Arrange the columns you want. The export includes exactly the columns visible in your current view, in the order shown.

  3. Click Export all, or select specific rows first and click Export selected.

  4. Optionally tick include rent rolls in the confirmation dialog.

Format: exports are Excel (.xlsx) files. There is no CSV export for saved lists.

Limit: up to 2,000 rows per export.

Access: exporting requires an active subscription.

If you have a preset view such as Sales Comps or Lease Comps active, the export uses that view's columns. Switch to Your View first if you want to control them yourself.

List alerts

From the three-dot menu on a list, choose Manage alerts to get a weekly email when properties on that list change. You can alert on:

  • Tenants — new tenants reported at properties on the list

  • Transactions — new sales or recorded transactions

  • Mortgage — debt approaching maturity, within a window you choose (1, 2, 5, or 10 years)

  • Lease terms — leases coming due, within the same choice of windows

Mortgage and lease term alerts require you to pick at least one time period before you can save. Digests are weekly and list up to 50 items per list.

Getting data into your CRM

Lists sync to HubSpot directly, or you can export to Excel and import into any other CRM.

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