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About HubSpot Lists
HubSpot lists are used to organize and filter contacts who have filled out forms and to send specific communication to a list of contacts
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To see your college’s lists and create new ones, navigate in HubSpot to CRM, and then Lists.
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From here, you can access existing lists, or create a new list.
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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
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College, their Program
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Area, their Student
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Lifecycle status, and much more.
To create a list, from the main lists screen, select Create list
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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
About Lists
HubSpot lists are used to organize and filter contacts who have filled out forms and to send specific communication to a list of contacts. 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.
With these lists, colleges can segment students based on program interests, enrollment status, or communication preferences and track engagement with email campaigns, events, or admissions processes.
Additional resources
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Create a list of all your HubSpot contacts or companies
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You can also import static lists into the system—see below. |
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🥇 Best Practices
Segment Your Contacts
To create lists to make sure you are messaging the correct contacts, segment your contacts in list through contact property fields—some useful ones include contact create date, program(s) of interest, and student lifecycle status (e.g., “Prospect,” “Applicant,” “Enrolled,” etc.). This will ensure your messaging is clear and consistent and tailored to the right audience.
Keep List Imports Clean
When importing lists into HubSpot to create new lists, be sure your lists are comprehensive and that the columns in your file match the property fields in HubSpot (e.g., Program to Program of Interest, College to Business Unit, Student Status to Student Lifecycle, etc.)
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💻 Watch Our Video on Lists
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📄 Step-by-Step Instructions for Creating and Managing Lists
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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, |
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Navigate to CRM > Lists |
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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 |
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View and Edit a List
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Perform More Actions with Your List
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.
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.
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Import a List
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For additional instructions on creating, managing, and importing lists, view all HubSpot Lists articles. |