Create lists and manage contact memberships
How to create and manage an email list in K2Mailer: list settings, double opt-in, custom fields, groups, and per-list membership states for each contact.
Quick answer: how do you create and manage an email list in K2Mailer?
To create an email list in K2Mailer, open Contacts → Lists, create the list, choose its custom fields, sending server, and double opt-in setting, then add contacts by form, manual entry, or CSV import. To manage it, review each contact’s list membership state and organize related lists into groups.
K2Mailer keeps one canonical contact per email address in your account. A list does not hold its own copy of the person. It holds a membership that links the contact to the list.
What is an email list in an email marketing platform?
An email list is an audience container. It defines who can receive a campaign, which custom fields are available for personalization, and how new subscribers are confirmed. Good list management means every person on a list agreed to hear from you and can leave easily.
Keeping lists purpose-specific makes campaigns more relevant. For example, separate lists for newsletter subscribers, customers, and event registrants let you send each group only what it expects.
How contacts and lists relate
K2Mailer uses one canonical contact identity per tenant and email address. Lists no longer need duplicate contact identities for the same person. Instead, each list relationship is stored as a separate membership.
A contact can have zero, one, or many list memberships. Removing a membership does not by itself delete the canonical contact from the contact directory, and attaching the same email to another list reuses the existing contact identity.
- Contact profile
- Person-level identity and profile values such as name, email, phone channels, timezone, preferred format, and supported custom-field values.
- List membership
- The relationship between a contact and one list, including subscription state, active state, double opt-in evidence, and membership history.
- Group
- An internal folder-like way to organize lists.
What a list controls
- Custom fields
- Fields associated with the list and available to contact forms, imports, segmentation, and personalization.
- Sending server
- The server used for list-level confirmation, welcome, and other configured system mail.
- Double opt-in
- New or explicitly re-subscribed memberships remain pending until valid confirmation evidence is recorded.
- Welcome and confirmation content
- Optional system messages selected from Pages / Emails.
- Notifications
- Internal event notifications for selected app, API, form, confirmation, or unsubscribe activity.
Create an email list step by step
- 1
Open Contacts → Lists and create a new list with a clear name that describes its audience.
- 2
Select the custom fields the list needs, such as fields you plan to use for personalization or segmentation.
- 3
Choose the sending server used for the list’s confirmation, welcome, and other system mail.
- 4
Decide whether the list uses double opt-in. With double opt-in, new memberships stay pending until the person confirms.
- 5
Optionally choose confirmation and welcome content from Pages / Emails, and set the internal notifications you want.
- 6
Add contacts with the Add Contact drawer, attach existing contacts, or import a CSV file and pick the list in the searchable list picker.
One import can fill several lists
The import workflow lets you choose one or multiple tenant-owned lists, so each canonical contact can be attached to several lists in a single import. See Import contacts and map fields safely.
Lists, groups, and segments compared
- List
- An audience container that holds memberships, custom fields, opt-in settings, and system messages. Campaigns can target lists.
- Group
- An internal, folder-like way to organize lists. It helps you keep your workspace tidy.
- Segment
- A saved audience built from list-based filters or campaign activity such as opened or clicked. See Build and use campaign audience segments.
Membership safety rules
- An unsubscribe from one list is sticky for that membership and is not casually reopened by import or ordinary attachment.
- An administrator can explicitly request resubscription when valid renewed consent exists. A double-opt-in list returns the membership to Pending DOI and requires fresh confirmation.
- Complaint, hard-bounce, global marketing opt-out, and applicable suppression rules can still block delivery even when a list membership says Subscribed.
- Deleting or emptying list membership should not be treated as deleting the underlying canonical contact identity.
Email list management best practices
- Add only people who gave permission or have a clear existing relationship with you.
- Use double opt-in when you want confirmed subscribers, for example on public sign-up forms.
- Keep each list focused on one audience or purpose so campaigns stay relevant.
- Use clear list names and groups so teammates can find the right audience quickly.
- Check the unsubscribe link in every campaign. See Understand the Email Preference Center.
- Verify uncertain addresses before sending. See Verify an email address or an entire list.
- Review bounces and complaints in Email suppression and blacklists.
Frequently asked questions
- How do I create an email list in K2Mailer?
- Open Contacts → Lists, create a new list, choose its custom fields, sending server, and double opt-in setting, then add contacts manually, by form, or by CSV import.
- Can the same contact be on more than one list?
- Yes. K2Mailer keeps one canonical contact per email address and stores each list relationship as a separate membership, so one contact can belong to many lists.
- Does removing a contact from a list delete the contact?
- No. Removing a membership does not by itself delete the canonical contact from the contact directory.
- What is double opt-in?
- With double opt-in, new or explicitly re-subscribed memberships stay pending until valid confirmation evidence is recorded.
- If someone unsubscribes from one list, are they removed from all lists?
- A normal unsubscribe applies to that list membership. A person can also choose to unsubscribe from all marketing emails, which is a global opt-out.
- Why can a Subscribed contact still not receive email?
- Complaint, hard-bounce, global marketing opt-out, and applicable suppression rules can still block delivery even when the list membership is Subscribed.
- What is the difference between a list and a group?
- A list is an audience container with memberships and settings. A group is an internal, folder-like way to organize lists.
- What is the difference between a list and a segment?
- A list holds memberships. A segment is a saved audience defined by list-based filters or campaign activity.
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