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(info) 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 College, their Program Area, their Student Lifecycle status, and much more.

Info

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

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 List.

list.pngImage Removed

  • 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

image-20241018-224715.pngImage Removed

  • Actions dropdown.

Expand
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
Expand
title How to View , and Edit , Clone, and Delete Lists

View and Edit a List

  • Navigate to CRM > Lists

:
To view your lists, go to the Lists section in HubSpot

  • .

  • 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.

Search for Contacts:
Use

  • If needed, you can use the search bar in the upper right to find specific contacts in your list.

Edit the List’s Name:
Click

  • If you need to edit your lists’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.

Edit Filters for Active Lists:
In

  • To edit or change filters, in the left panel, click Edit

filters

  • Filters, make your changes, then click Save

changes

  • Changes in the top right.

Sort and Filter Records:
Click

  • You can sort and filter records by clicking on table headers to sort records by property values. You can also filter contacts by the "Added to list" date.

View List Details:

  • To see 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.

Actions in HubSpot
Expand
titleImport ListsAdditional

Import a 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.

  • Navigate to CRM > Lists.

  • Select Import.

  • Select Start an Import. You have the option Import a File From Computer, Import and Opt-out List, or Repeat a Past Import. In general, most imports come from .xlsx or .csv computer files.

  • Select Import a File From Computer and, on the next screen, select Contacts, as all records in Maricopa Community Colleges' HubSpot instance are contact-based.

  • On the following screen, you can drag and drop your file or upload it from your computer. Be sure to set How to Import Contacts to Create and Update Contacts so new records will be input into HubSpot while existing records will be updated with any new contact data. Select Next.

  • Be sure on the next screen that Column Header from File column matches the correct HubSpot Property column (e.g., College to Business Unit, Student Status to Student Lifecycle, etc.). HubSpot will notify you if there are any errors, which you will have the opportunity to resolve. Once all mappings look correct, click Next.

  • You can now choose to create a new static list from this import and give it a name. You must also agree to the disclaimer about being able to message the contacts on your list. Finally, if you would like to send emails or SMS messages to the contacts on your list, check the box labeled Set These Contacts as Marketing Contacts and input the number of contacts who will be updated.

  • Click Finish Import.

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For additional instructions on creating, managing, and managing importing lists, view All list all HubSpot Lists articles.