Configure which groups automatically create pre-populated lists for users, making it easier for colleagues to share Moments with their teams and departments.
Purpose: Help admins set up organisation-wide lists based on groups that all relevant users can access.
⚠️ Note: This guide is about pre-populated lists (automatic, group-based lists visible to users). For information about personal lists (user-created, private lists), see our Creating Lists guide.
Understanding Pre-Populated Lists
What Are Pre-Populated Lists?
Pre-populated lists are automatically created for users based on their group memberships:
Admin-configured through group settings
Automatically generated when users log in
Based on group categories you enable (Department, Location, etc.)
Editable by users but provide a helpful starting point
How They're Different from Personal Lists
Pre-Populated Lists:
Created automatically by the system
Based on user's group memberships
Visible to users when they log in
Can be edited or deleted by users
Demonstrate the value of using lists
Personal Lists:
Created manually by individual users
Based on user's own preferences
Private to each user
Fully customisable by the user
For personal list creation and management, see our Creating Lists guide.
Why Use Pre-Populated Lists
Benefits for users:
Ready-to-use lists without manual setup
Quick team sharing for Moments
Discover list functionality through practical examples
Save time when creating Moments
Benefits for organisations:
Encourage list adoption by showing their value
Standardise common use cases across the organisation
Reduce setup burden for new users
Improve Moment sharing efficiency
Configuring Pre-Populated Lists
Step 1: Review Share Settings
Before setting up pre-populated lists, review which groups are available for sharing:
Go to Manage Organisation → Groups
Review categories marked as "Available in Share"
Categories with this setting enabled can be used in lists
Verify these settings are still appropriate for your organisation
Why this matters: Only groups marked as "Available in Share" can be used for pre-populated lists and user-created lists.
Step 2: Enable Pre-Populated Lists for Categories
Choose which group categories should automatically create lists:
Go to Manage Organisation → Groups
Find the category you want to use (e.g., Department, Location)
Click the fifth icon next to the category name (pre-populated list setting)
Confirm the setting is enabled
Repeat for any other relevant categories
Step 3: Understanding Automatic List Creation
Once enabled, pre-populated lists are created automatically:
When users log in after the setting is enabled
Based on their group in that category
One list per enabled category they belong to
Named after their group (e.g., "Marketing Team" for Marketing department)
Choosing Which Categories to Enable
Recommended Categories
Department/Team:
✅ Most commonly needed for Moments
✅ Clear use case for sharing team updates
✅ High relevance for all users
Location:
✅ Useful for office-specific communications
✅ Relevant for hybrid/remote organisations
✅ Helps coordinate local activities
Categories to Consider Carefully
Job Title:
⚠️ May not be useful for most users
⚠️ Consider if colleagues frequently share with same-title groups
Custom Categories:
⚠️ Evaluate relevance across the organisation
⚠️ Ensure broad applicability before enabling
Selection Guidelines
Enable categories that:
Have clear, frequent use cases for sharing Moments
Are relevant to most or all users
Represent natural groupings for communication
Won't create too many lists per user (limit to 2-3 categories)
Don't enable categories that:
Are only relevant to specific departments
Create ambiguous or unhelpful groupings
Would overwhelm users with too many lists
Have limited practical sharing use cases
How Pre-Populated Lists Work for Users
Initial List Creation
Admin enables a category for pre-populated lists
User logs in to Mo
System checks user's groups in that category
Automatically creates a list based on their group
List appears in their available lists when creating Moments
User Control
Users can then:
Use the list as-is to share Moments
Edit the list to add or remove people
Duplicate the list to create variations
Delete the list if they don't need it
Ongoing Behaviour
New users:
Receive pre-populated lists on first login
Lists based on their current group assignments
Existing users:
Receive lists when they next log in after setting is enabled
Already-logged-in users get lists on next login
When Users Change Groups
Scenario: User moves from Marketing to Sales department
What happens:
User keeps their original "Marketing" pre-populated list
No new "Sales" list is automatically created
User can create personal lists for new group as needed
Why: System doesn't overwrite or update existing lists to preserve user customisations
If a User Deletes Their Pre-Populated List
What happens:
List is permanently deleted for that user
System does not recreate the list
User can create personal lists manually if needed
Why: Respects user's decision to remove unwanted lists
Disabling Pre-Populated Lists for a Category
If you disable the setting:
Existing lists remain for users who have them
No new lists are created for users logging in
Current lists are not deleted automatically
When to disable:
Category is no longer relevant
Too many lists being created
Feedback indicates lists aren't useful
Users Without Groups in Enabled Categories
If a user has no group assigned:
No pre-populated list is created
User can still create personal lists manually
List will be created if they're assigned a group later
Best Practices
Start Small
Enable 1-2 categories initially (Department recommended)
Gather user feedback on usefulness
Add more categories gradually if needed
Monitor adoption and adjust accordingly
Communication
Announce to users when enabling pre-populated lists
Explain the purpose and how to use them
Clarify users can edit or delete lists
Provide training on personal lists as well
Review Regularly
Check quarterly if enabled categories still make sense
Gather feedback from users about list usefulness
Adjust settings based on organisational changes
Monitor which lists users actually use
Combine with Personal Lists
Encourage users to create additional personal lists
Share best practices for list usage
Provide training on maximising list benefits
Link to personal lists guide in communications
Troubleshooting
Lists Not Appearing for Users
Check:
Category is enabled for pre-populated lists
Category is marked "Available in Share"
User has a group assigned in that category
User has logged in since setting was enabled
Solution:
Ask user to log out and log back in
Verify group assignments are correct
Confirm settings are properly enabled
Too Many Lists Created
Problem: Users receiving too many pre-populated lists
Solution:
Review which categories are enabled
Disable less useful categories
Consider if 2-3 categories are sufficient
Gather feedback on which lists are most valuable
Users Confused About Lists
Common confusion:
Difference between pre-populated and personal lists
Whether lists are private or shared
How to edit or delete lists
Solution:
Provide clear documentation on both list types
Link to Creating Lists guide
Include training in onboarding
Address misconceptions proactively
Related Information
For Users
User Lists are:
Private to each user
Fully customisable
Created manually by users
Independent of group assignments
For information about creating and managing personal lists,
see our Creating Lists guide.
For Admins
For information about setting up groups that power pre-populated lists,
see our Managing User Groups guide.