With Live Lists, available on all zkipster Audience tiers, you can share a version of your lists with external collaborators, allowing them to add, edit or remove contacts. You’ll then review these proposed changes and decide whether to keep or dismiss them.
Please note: you will need to first create a List in your Audience account for you to be able to share it externally. You can find instructions on how to create a new list in Audience via this article here.
Activating the Live Mode and Sharing a List
Working with external collaborators to build a contact list using the Live List feature is a three-step process:
Activate Live Mode – This opens the time window during which external collaborators can work on the list.
Share the list with external collaborators.
Exit Live Mode – This ends collaborators’ access to the list and allows you to review and resolve any proposed updates.
Step 1: Activate Live Mode
To begin with, first open the list you want to share and, once inside, click the ‘Share Live List’ button in the top-right corner.
This will open a pop-up prompting you to:
Select which fields you want to grant access to. Any fields you choose will be both visible and editable. Fields and columns that were visible in the original list are automatically preselected.
Please note: Tags and Relationships fields cannot be shared in live lists currently.Select Photo from the field list to let external collaborators add, replace or delete contact photos in the Live List. Photos are a quick way for on-site staff to identify guests, so sharing this field can be helpful when collaborators are responsible for completing guest profiles. If you don’t select Photo, the field will not appear in the Live List at all.
Set a maximum number of contacts (a cap) allowed in the list. Currently, the maximum number of contacts in a Live List is 1000.
Provide consent, confirming that you understand sharing the list grants external users access to your contacts’ data.
Once consent is provided, click ‘Activate Live Mode’ to effectively open the collaboration window during which external collaborators can work on the list.
While the list is in Live Mode, its live status will be indicated by the icon shown below. A larger blue icon indicates that the list is still accessible by external collaborators, while the smaller blue icon indicates that the list is not accessible by external collaborators but it still needs to be reviewed.
Step 2: Share the list with external collaborators
You can now share the list with external collaborators.
To do so, click the ‘Share’ icon in the top-right corner.
This will open a pop-up where you can enter the email addresses of the collaborators you’d like to grant access to. The email addresses added here will form the list of addresses authorized to access the Live List.
Please note: this step does not send emails to your collaborators automatically. you’ll need to copy the Live List link and share with your collaborators externally.
You can also revoke access for individual external collaborators at any time by removing their email address from this list.
Once you’ve added the authorized email addresses, click ‘Copy Link’ to copy the shared list URL and distribute it manually to your collaborators.
When a collaborator opens the link in a browser, they’ll be directed to a portal where they’ll be asked to enter their email address. See below.
This address will be checked against the authorized email address list you created. If it matches, a verification code will be sent to their inbox. They can then enter this code in the portal to confirm their identity and gain access to the Live List.
Once an external collaborator accesses the Live List, they’ll be able to add, edit or remove contacts. These changes won’t automatically update your list in Audience. Instead, you’ll review all proposed updates in the next step and decide whether to keep or dismiss them.
Changing the List Capacity While Live
If you need to add more contacts than you planned, or want to lower the limit, you can change the list capacity at any point while the list is in Live Mode. You don’t need to exit and reactivate the share.
Open the Live List and click the settings icon to open the Live List Settings panel.
Enter the new value in the List Capacity field.
Click Save Settings.
The new capacity applies straight away, for you and for your external collaborators.
Please note: the capacity must be at least the number of contacts already in the list, and no higher than 1,000. If you enter a value outside this range, you’ll see an error message. Once the list reaches its capacity, collaborators can’t add more contacts until you raise it.
Step 3: Exit Live Mode
When you decide that the list is ready for review and you do not want to accept more updates from external collaborators, click Exit & Resolve Updates in the top-right corner.
This will first exit Live Mode, revoking external collaborators’ access to the list, and then redirect you to a page where you can review the proposed changes and decide which to approve or dismiss.
First, use the bar to switch between viewing contacts that have had their data modified, added (completely new information), removed, or that have remained unchanged.
Then, in each section, decide whether to approve or dismiss (keeping the original values in such cases) the proposals made by the external collaborators.
To approve or dismiss changes in bulk, you can use the button from the top of the list.
Please note: approving or dismissing changes will bulk will apply that action for all pending changes and this cannot be undone. We recommend only doing this after carefully reviewing the data updates.
Different Updates Statuses
From the 'Pending' tab, you can view all contacts that had an update, were added to the list or removed completely. These are all the changes that you need to approve or dismiss before closing your Live List.
To make it easier for you, you can filter by the different types of updates that require revision:
Modified: these are contacts that were already part of your list originally but had data updated. The original field data will be crossed and the new data will be displayed below. You can then decide if you approve or dismiss the changes using the 'Approve' and 'Dismiss' buttons.
Photo changes: if a collaborator replaced a contact’s photo, you’ll see both photos side by side. The original photo is greyed out, with an arrow pointing to the new one.
Approve to replace the photo on the contact’s profile in your master Audience list.
Dismiss to keep the original photo.
If a collaborator deleted a photo, approving the change will remove the photo from the contact’s profile.
Please note: approving the changes will automatically save the new data on the contact profile in your master Audience list too. Only approve changes that you have carefully review.
New: Contacts under the 'New' tab are completely new additions to your list, meaning they were not part of the original shared list. If you approve the new contacts, they will be also saved in your master Audience contact list.
Any photo added to a new contact by a collaborator will be saved to the contact’s profile when you approve it.
Removed: these are contacts that were part of your list originally but were removed from it. Approving this change will only remove the contact from this specific list - the contact will still remain part of your Audience master contact list.
Unchanged: there are contacts that were part of your list originally and that did not have any data modified. For that reason, they do not require any action.
Multiple Collaborators Editing the Same List
If two collaborators edit the same contact, including its photo, the most recently saved version is the one you’ll see when resolving updates.
Closing Live List
Once all updates have been approved or dismissed, click Close Live List to close your list.
