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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.

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You can also import static lists into the system—see below.

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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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🥇 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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titleCreate Lists in HubSpot

To access or create new lists for your college in HubSpot, Navigate to CRM > 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.

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.

Create a New List

  • From the main lists screen, select Create

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  • List.

  • Choose Contact-based to create a list of contacts (Note: All HubSpot lists for District and college purposes

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  • are

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  • Contact-based,

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  • built using contact properties

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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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  • from form submissions).

  • Enter List Details.

    • List Name—Use the naming convention College Acronym - List Name (e.g., "SCC - Pharmacy Tech").

    • 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 > 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.

  • Ensure you place your list in the correct folder by using the Actions dropdown.

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titleView and Edit Lists

View and Edit a List

  • Navigate to CRM > Lists.

  • Select the list you want to view or edit. To access lists that aren’t being used, click the Unused lists tab.

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

  • 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.

  • To edit or change filters, in the left panel, click Edit Filters, make your changes, then click Save Changes in the top right.

  • 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.

  • 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.

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titleImport Lists

Import a List

  • 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 importing lists, view all HubSpot Lists articles.