How to create a list of your contacts

Last updated: October 10, 2017

Available For:

Marketing: Basic, Pro, Enterprise
Sales: N/A

There are two different kinds of lists in your HubSpot Marketing Basic, Professional, and Enterprise account: smart lists and static lists. This article will go over how to create both types of lists and why you may want to make a static list instead of a smart list and vice versa.

Static lists are a way to manually organize a set of contacts and group them together. Static lists are created automatically when you import a list into HubSpot or they can be created by selecting a list criteria. Once a static list is generated, the list members will remain the same unless you add or remove contacts manually.  Static lists are similar to a written list, in that once you have your list written, the only way to alter it is to write another list item or cross one off.  

Smart lists offer a flexible way to organize contacts in HubSpot and automate your marketing actions. You can build these automatically refreshing lists based on contacts who meet certain criteria. For example, HubSpot's marketing team uses smart lists to create lists of contacts to send emails to and lists of contacts to suppress for email marketing.

Smart vs. Static: what's the difference?

Smart lists refresh themselves, adding new contacts that match the list's criteria and removing contacts that no longer meet that criteria.

Static lists are snapshots in that they do not refresh themselves. Therefore, they do not automatically add and update the list with new contacts that meet the criteria originally outlined when the list was first created. You can manually add and remove contacts to static lists, which you cannot do with smart lists.

Common uses for static lists

Static lists can help you accomplish tasks with your contacts in HubSpot. They are used:

  • as criteria for creating other static or smart lists.
  • to manually add contacts to a workflow.
  • for one-time email blasts, email campaigns that you don't run often, and for a list of contacts that doesn't change frequently (e.g., event attendees, staff lists for an internal newsletter, or lists from a trade show). 
  • for manually grouping contacts that may not have a shared list criteria.
  • for segmenting contacts to bulk delete contacts from your account.

Common uses for smart lists

Smart lists can end up saving you a lot of time. They are used:

  • to send unique marketing emails based on each contact's behavior and properties. If you send out a regular newsletter, you can use a smart list to automatically manage the continually changing list of subscribers.
  • to place outbound calls to contacts based on contact behavior and property values.
  • to group your contacts by lifecycle stage and to identify behavior and properties for contacts in each stage. These smart lists will help you quickly see how many contacts are in each stage.
  • to segment contacts based on properties that change frequently over time, such as Hubspot Score

Let's build a list

Follow the steps below to build your list.

Navigate to Lists

In your HubSpot Marketing Basic, Professional, or Enterprise account, navigate to Contacts > Lists.

HubSpot Help article screenshot

Create new list

In the top-right corner, click New list.
HubSpot Help article screenshot

Segment contacts by

You'll be taken to a list dashboard that will show you a list of contacts already that will begin filtering as you begin segmenting. On the left-hand side is where you will build your list. First, choose one of the Segment contacts by options available:

  • Contact property
  • Company property
  • Deal property
  • List membership
  • Form submission
  • Email
  • Page view (Marketing Professional or Enterprise subscription required)
  • Event (Marketing Enterprise subscription required)
  • Workflow status (Marketing Professional or Enterprise subscription required)
  • Call-to-Action
  • GoToWebinar webinar status
  • SurveyMonkey response
  • AdWords property (HubSpot Ads Add-on required)
  • LinkedIn Ad property (HubSpot Ads Add-on required)

In this example, we'll build a list of all marketing qualified leads. The list will be based around the Lifecycle Stage property. So, in this step, we'll choose Contact property.

HubSpot Help article screenshot

Select criteria

Next, you'll set the criteria in the segmentation category you've chosen. In the example below, we've chosen to segment contacts based on the Lifecycle Stage contact property, and we're segmenting contacts who have a value of Marketing Qualified Lead. Once you've set your criteria, click Done.

On the right-hand side, you can see a preview of contacts who match your criteria.

HubSpot Help article screenshot

Name and save your list

Click Name list in the left sidebar menu to give your list a name, choose what type of list you'd like it to be (smart or static), and then click Save.

HubSpot Help article screenshot

Perform more actions with your list

You can click the More dropdown menu to view a list of actions that can be taken with your list.

HubSpot Help article screenshot

From here, you can perform the following actions:

  • Clone list
  • Move list to folder
  • Delete list
  • Resync list with Salesforce (only with Salesforce integration enabled)
  • Limit Salesforce Sync to this list (only with Salesforce integration enabled)
  • Create report from list (only if you also have the Reporting Add-on)

Was this article helpful?

Previous article:

Build an Inbound Campaign Classroom Training Click Here

Next article: