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📄 Step-by-Step Instructions for Creating and Managing Lists

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titleHow 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.

  • crm-lists.pngImage Added

Create a New List

:

  • From the main lists screen, select Create List.

    list.pngImage Modified

  • 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

    • Name—Use the naming convention

:

    • College

Acronym—List

    • Acronym - List Name (e.g., "SCC - Pharmacy Tech

Lead

    • ").

Description: Briefly

    • Description—Briefly describe the list's purpose.

    • List

Type: HubSpot

    • Type—HubSpot has two types of lists that can be created.

      • Active

List: Automatically

      • List—Automatically adds new contacts who meet the list criteria as they submit forms.

      • Static

List: Filters

      • 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 Unit, 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

  • .

  • Ensure you place your list 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 crm-lists.pngImage Removed

  • Actions dropdown.

  • image-20241018-224715.pngImage Modified

Expand
title 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.

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