HubSpot lists are used to organize and filter contacts who have filled out forms and to send specific communication to a list of contacts.

To see your college’s lists and create new ones, navigate in HubSpot to CRM, and then Lists.

From here, you can access existing lists, or create a new list.

Within a list, you have access to contact records, which provide detailed information about contacts who have submitted a form, including activities they have taken on websites, their Preferred college, their Program area, their Student lifecycle status, and much more.

To create a list, from the main lists screen, select Create list

For District and college purposes, our lists in HubSpot are always Contact-based, meaning lists are built using contact properties submitted via forms.

You will want to give your list a unique name using the following naming convention: College Acronym—List Name. You can also provide a list description as needed.

An Active list means that any new contacts who submit a form and meet the criteria of the list will be added to the list. A Static list will only provide a filter for existing contacts in the system and will not add new contacts as they come in.

Once your list is ready, select Next.

You must now apply filter criteria so your list can appropriately filter contacts.

The first filter you should always apply is the Business unit contact property so that you are only seeing contact records assigned to your college. To do this, select Contact properties then Business unit then your college.

In this example, we will add two additional filters to show you how filtering logic works. Now that we have the college Business unit selected, we will apply another filter so we are only seeing form submissions where a user has expressed interest in a Nursing program.

We will also apply a filter so we are only seeing students currently in Prospect status, meaning they have only filled out a form and have not yet moved on to the next step of completing an Admissions application.

As you can see, we now have a list of prospective students at this college who have expressed interest in the Nursing program.

Also be sure to add your list to the correct folder using the actions dropdown.

For detailed instructions on creating and managing lists, see our HubSpot Knowledge Base.

📄 Lists Best Practices and Resources

Watch Our Video on Lists

How to Create Lists in HubSpot

Learn how to create a list of records based on property values and other characteristics in HubSpot. You can create lists for contacts, companies, tickets, deals, custom objects, and more, such as orders and carts. This guide includes instructions for creating and editing lists using the lists tool.

To access or create new lists for your college in HubSpot, follow these steps: Navigate to CRM > Lists: Here, you can view existing lists or create a new one. Info If you are unable to see lists or do not have access to create them, you will need to reach out to your college enrollment and marketing teams for permission. Create a New List: From the main lists screen, select Create listList. Choose Contact-based to create a list of contacts (Note: All HubSpot lists for District and college purposes are Contact-based, built using contact properties from form submissions). Enter List Details: List Name: Use the naming convention: College Acronym—List Name (e.g., "SCC - Pharmacy Tech Lead"). Description: Briefly describe the list's purpose. List Type: HubSpot has two types of lists that can be created. Active List: Automatically adds new contacts who meet the list criteria as they submit forms. Static List: Filters existing contacts but does not update with new submissions. Set Filters: Click Next > Add Filter to apply specific criteria for your list. Start by selecting Contact properties > Properties> Business unitUnit, then choose your college to limit the list to your college's contacts. Add additional filters. For example: Filter by Form Submission to see users interested in a specific program, like Nursing. Filter by Prospect status to view students who have expressed interest but haven’t completed the next step in the admissions process. Save and Organize: After setting your filters, ensure your list is placed in the correct folder by using the actions dropdown.https://knowledge.hubspot.com/lists/how-do-i-create-a-folder-for-my-lists?hubs_content=knowledge.hubspot.com%2Flists%2Fwhy-can-t-i-delete-a-list&hubs_content-cta=kb-breadcrumbs__item

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✏️ How to View, Edit, Clone, and Delete Lists

View and Edit a List

1. Navigate to CRM > Lists:
   To view your lists, go to the Lists section in HubSpot.

2. Select the List:
   In the table, click on the list you want to view or edit. To access lists that aren’t being used, click the Unused lists tab.

3. Search for Contacts:
   Use the search bar in the upper right to find specific contacts in your list.

4. Edit the List’s Name:
   Click the pencil icon next to the current name, enter a new name, and save the changes by pressing enter or clicking outside the text editor.

5. Edit Filters for Active Lists:
   In the left panel, click Edit filters, make your changes, then click Save changes in the top right.

6. Sort and Filter Records:
   Click on table headers to sort records by property values. You can also filter contacts by the "Added to list" date.

7. View List Details:
   In the upper right, click Details to see information about the list, such as when it was created, the number of contacts, who created it, and where it’s used.

Perform More Actions with Your List

1. Actions Menu:
   Click the Actions dropdown to:

   • Edit columns: Customize which properties are displayed for each record.

   • Export your list: Download the list as a file. View the resource guide here.

   • Assign to team: Assign the list to a specific team.

   • Clone: Create a copy of the list.

     • Navigate to CRM > Lists: Hover over the list you want to clone, click the More dropdown, and select Clone.

   • Convert to static list: Change an active list to static.

   • Delete list: Delete the list (without deleting the records). View the resource guide here.

   • Move to folder: Organize the list into a folder.

2. Use in HubSpot Tools:
   In the Use in dropdown menu, select an option:

   • Campaigns: Associate the list with a marketing campaign.

   • Contacts/Companies/Deals view: View the list’s records on the relevant home page.

   • Custom report builder: Create a custom report using the list.

   • Customer journey analytics: Create a journey report based on the list.

   • Datasets: Create a dataset for further analysis.

   • Workflows: Use the list as a trigger for automation workflows.

🥇 Best Practices