Lists

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.

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

🥇 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.)

Watch Our Video on Lists

https://vimeo.com/1021075197?share=copy

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

Create 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.

Create a New List

From the main lists screen, select Create List.
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 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.

View 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.

Import Lists

Navigate to CRM > Lists.
Select Import.

For additional instructions on creating and managing lists, view All list articles.