The HighLevel Contact List Import feature allows users to bring contact lists from HighLevel CRM directly into Aloware.
By importing lists based on search criteria such as tags, names, or creation dates, admins and agents can easily access and organize contacts for calls, messages, or campaigns, without manual uploads.
Unlike HubSpot or Salesforce integrations that rely on list APIs, HighLevel uses a criteria-based import process. This gives teams flexibility to create lists using field conditions that match their current CRM structure.
This guide walks you through how the HighLevel list import works, how criteria-based lists are created in Aloware Talk, and how the resulting static lists can be reused across tools such as power dialer and broadcasts to keep outreach workflows aligned with existing CRM segmentation.
How can a business admin use this?
A business admin uses this feature to import HighLevel contacts into Aloware by defining filter criteria and managing the resulting static lists.
Imported lists can be named, updated by re-running the same criteria, and made available for use in power dialer or broadcast campaigns.
Admins can also control which users have access to each imported list, ensuring lists are only visible to the intended teams.
Creating an Aloware static list from a HighLevel list view
Prerequisites
Before importing lists:
Ensure HighLevel integration is enabled in Aloware settings → Integrations.
Have your HighLevel API Key ready for authentication.
Understand how to create or filter smart lists in HighLevel.
What is a Smart List?
A Smart List in HighLevel is a saved contact view filtered by specific conditions (e.g., tags, creation date, or company). It defines the criteria Aloware uses to import contacts.
Step 1: Create a smart list in HighLevel (optional)
This step is optional, but recommended if you already organize contacts using saved views in HighLevel.
Log in to HighLevel.
Go to the contacts tab.
Click more filters and define your conditions, such as:
Tag = First time caller
Created Date = Last 30 days
Include or exclude contacts as needed.
Click save smart list and give it a clear name (e.g., “October Leads”).
Before proceeding, review the contacts in the smart list to confirm that the results match your expectations.
Step 2: Create a new list in Aloware Talk using list management
If you already know the filtering criteria you want to use (such as specific tags names, or contact properties), you can proceed directly with the steps below.
Go to list management
From your Aloware dashboard, navigate to Talk > list management. This is where you create and manage contact lists for dialing and messaging.
Create a new list
Click add list, then select create new list.
Select list from integration to pull contacts directly from your connected CRM (e.g., HighLevel).
Add filtering criteria
Click add criteria to define which contacts should be included.
Select from the available HighLevel fields and set your conditions. For example: Tag = First time caller, First name contains Hugo).
Import the contacts
After setting your criteria, proceed with the import. The system will pull all contacts that match your filters.
Wait for the notification confirming that the import is complete.
Review the list
Open the list and verify the contact ocunt to ensure the filters worked as expected.
Your list is now available for List Management, Power Dialer, and Broadcast.
Important configuration notes
Duplicate contact handling
Aloware does not create duplicate contacts during import. If multiple HighLevel contacts share the same primary phone number, Aloware treats them as a single contact. Any cleanup related to duplicate phone numbers should be handled in HighLevel rather than in Aloware.
Case sensitivity and search behavior
Search behavior may differ between HighLevel and Aloware due to API limitations. HighLevel smart list filters are generally case-insensitive, but Aloware enforces case sensitivity for certain fields.
First name and last name searches remain case-insensitive, and tags are automatically converted to lowercase. Fields such as Country require an exact case match, which can lead to different results if capitalization is inconsistent.
How can an average user use this?
For most users, this feature works behind the scenes. Once an admin shares an imported HighLevel list, users can select it when launching power dialer sessions or creating Broadcast campaigns.
Users can also view and work with the imported contacts directly inside the Talk2 interface, without needing to understand how the list was created or synced.
How does this relate to other Aloware tools?
This integration is designed to work seamlessly with Aloware’s existing outreach tools.
In power dialer, imported HighLevel lists can be selected just like other static lists, allowing agents to call segmented leads efficiently.
In broadcasts, the same lists can be used as audiences for SMS, RVM, or bulk messaging campaigns, keeping messaging aligned with CRM segmentation.
Compared to HubSpot, Salesforce, or Pipedrive integrations, the key difference is that HighLevel relies on criteria-based imports rather than direct list selection through APIs.
What important configuration does this take?
The most critical requirement is a valid HighLevel API key, which allows Aloware to authenticate and retrieve contact data. Admins must also carefully define search criteria, since HighLevel does not provide direct access to Smart Lists through its API.
Supported operators include equals, not equals, contains, not contains, exists, and not exists, although some field and operator combinations may be restricted. It is also important to note that HighLevel list imports are currently supported only in the Aloware Talk interface.