Contacts

About HubSpot Contacts

In HubSpot, a contact is anyone who interacts with your college, such as prospective students who fill out a request for more information form, current students, or event attendees. You can create and manage contacts and customize the information you collect when creating a new contact through HubSpot's tools.

Best Practices

Use Lifecycle Stages

Lifecycle stages categorize contacts by position within your college’s marketing and enrollment processes. This helps tailor communications, track each contact’s progress, and ensure smooth handoffs between recruitment and student affairs teams. Below are the seven lifecycles:

Prospect: Potential students who expressed interest in a program or college but haven’t applied.
Application Started: Students who have initiated their application process.
Applicant: Students who have submitted a completed application.
Matriculate: Accepted students preparing to start classes/enroll.
Enrolled: Students currently registered and attending classes.
Graduate: Students who have completed their degree or certification.
Employee: Faculty and staff working within the college.

Analyze Contacts with Contact Reports

The Contact Analytics Tool in HubSpot is important because it provides insights into contact behavior, engagement levels, and trends, helping you understand how effectively your marketing and enrollment processes are working. By analyzing metrics like lifecycle stages and engagement sources, you can make data-driven adjustments to engage contacts better, improve conversions, and streamline your strategy.

Watch Our Video on Contacts

https://vimeo.com/1021133748?ts=0&share=copy

How to Manage and Filter Contacts in HubSpot for Your College

Some teams prefer to see and manage leads via the contacts screen in HubSpot versus via lists. Like lists, contact tabs can filter contact records and 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 view your college's contacts, go to CRM > Contacts in HubSpot. You’ll see tabs with filters for existing contacts.
To create a new view, select Add view > Create a new view, name it, and choose who to share it with (Private, My team, or Everyone).

If you are unable to see contacts, you will need to reach out to your college enrollment and marketing teams for permission.

Once the view is created, you can add filters by selecting Advanced Filters. Start by filtering for the Business unit (your college) and add more filters like program interest or student status.

For example:

Filter for your college’s Business unit.
Filter for Nursing program interest.
Filter for students in Prospect status (they’ve filled out a form but haven’t applied yet).

Don’t forget to save your view for future use.

For more details, check the HubSpot Knowledge Base.

In your HubSpot account, navigate to Reporting > Reports.
In the left panel, click Contacts.
Use the Date range dropdown menu to filter the data, based on the contact Create Date value, to a specific time range.
- If you select a rolling date range, the data set will exclude the current day.
- A week in the report starts on Sunday by default, when the date range selected consists of a week, or when the frequency is set to Weekly.
On the right, click Export to export the data.
- In the dialog box, enter the Name of your file and click the File format dropdown menu to select a format. Click Export.
- The export file will be sent to your email address and can be downloaded in your notification center, accessed by clicking the notification icon in the top right.
To save the chart as a report in your reports list, click Save as report on the right.
- In the dialog box, enter the Report name.
- To add the report to a dashboard, click the Add to dashboard dropdown menu and select if you want to add it to an existing dashboard or create a new custom dashboard.
  - If you select Existing dashboard, click the Select existing dashboard dropdown menu and select the dashboard to add the report to.
  - If you select New custom dashboard, enter the Custom dashboard name and click the Visibility dropdown menu to select if the dashboard should be shared, shared but read only to others, or private to your own user.

Click Save & add.

Click the List or saved filter dropdown menu to select a list or saved filter to limit the contact data to.

For additional instructions on creating and managing contacts, view all HubSpot Record articles.

Hubspot Knowledge Base