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.
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From here, you can access existing lists, or create a new list.
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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. |
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
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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.
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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. 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.
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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.
🥇 Best Practices
Importing Lists in HubSpot
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Clean Your Contact Lists to Improve Email Deliverability
It is important to clean up your contact lists for several reasons:
Improved Email Deliverability
Deliverability refers to how well your emails reach recipients' inboxes instead of landing in spam or being bounced. Removing inactive or disengaged contacts reduces the chances of email bounces, which helps maintain a high sender reputation. A clean list ensures that your emails are sent to contacts more likely to engage with your content, improving inbox placement.
Increased Engagement Rates
Sending emails to an engaged and interested audience boosts open rates, click-through rates, and overall engagement. When you clean your contact list, you’re focusing your efforts on recipients who actually want to hear from you, which can lead to better engagement metrics and more effective marketing.
Reduced Bounce Rates
Bounced emails, whether due to invalid or outdated email addresses, harm your college’s sender reputation. Regularly cleaning your lists ensures that you’re only sending emails to valid addresses, reducing the likelihood of bounces and protecting your deliverability.
Compliance with Privacy Regulations
Regulations such as GDPR, CAN-SPAM, and CASL require that businesses only email contacts who have opted in. Cleaning your lists helps you stay compliant by removing contacts who have opted out or become inactive, ensuring that you follow legal guidelines and respect your contacts' privacy.
Enhanced Sender Reputation
Email service providers (ESPs) like Gmail and Outlook monitor engagement and bounce rates to assess your college’s sender reputation. A good sender reputation increases the likelihood that your emails will land in the inbox, not the spam folder. Cleaning your lists is an essential step in maintaining a positive sender score.
Prevents Emails from Being Marked as Spam
Continuing to send emails to disengaged contacts increases the risk of your messages being marked as spam, damaging your college’s sender reputation and hurting future campaigns. Cleaning up your list reduces this risk and ensures your emails are well-received.
View best practices guide for adding and maintaining contact lists:https://knowledge.hubspot.com/marketing-email/how-to-clean-up-your-contact-lists-to-improve-deliverability
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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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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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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:
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Campaigns: Associate the list with a marketing campaign.
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Contacts/Companies/Deals view: View the list’s records on the relevant home page.
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Custom report builder: Create a custom report using the list.
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Customer journey analytics: Create a journey report based on the list.
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Datasets: Create a dataset for further analysis.
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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. |