How to create a list of your contacts

Last updated: January 13, 2017

Available For:

Product: HubSpot Marketing
Subscription: Basic, Professional, & Enterprise

There are two different kinds of lists in the HubSpot tool: 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 using static lists

Static lists can help you accomplish tasks with your contacts in HubSpot. Here are some common use cases.

Static lists are used:

  • As criteria for creating other static or smart lists
  • To manually add contacts to a workflow
  • For email marketing: Static lists can be useful for one-time email blasts, email campaigns that you don't run often, and for a list of contacts that doesn't change frequently.
  • For manually grouping contacts that may not have a shared list criteria
  • A list of contacts that you want to bulk delete from your account

Examples of static lists for email marketing

The following are examples of how you can use static lists for email marketing.

  • Event lists: Use lists for events that capture event registrants, attendees, and no-shows. You can use the list to send follow-up information.
  • Staff lists: Use lists to send emails, like an internal newsletter, to your staff.
  • Trade show lists: Use lists to capture the contact information from people interested in your company at a trade show.

Common uses for smart lists

Smart lists can end up saving you a lot of time. Here are some common uses:

  • Segmented lists for email marketing: Create smart lists 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.
  • Segmented lists for outbound calls: Create smart lists to place outbound calls to contacts based on contact behavior and property values.
  • Lifecycle stage contact analysis: Create smart lists 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.
  • A list of contacts with a certain HubSpot Score: Hubspot score is a tool for automatically qualifying contacts based on the actions that they have taken on your site. You can create a smartlist of those

Let's build a list

Navigate to Lists

From your HubSpot Dashboard, navigate to Contacts > Lists.

HubSpot Help article screenshot

Create new list

At the top-right, click on the blue button to create a 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 (Professional or Enterprise subscription required)
  • Event (Enterprise subscription required)
  • Workflow status (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. So 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

You can see that the criteria chose was Contact Property. From there, Lifecycle stage was selected from the dropdown, then the radio button next to is any of was selected. From there, Marketing Qualified Lead was chosen from the text field. When you're happy with this criteria, click Done.

You can see on the right-hand side, too, that the list has begun previewing contacts who match your criteria.

HubSpot Help article screenshot

Name and save your list

Now, click Name list to give your list a name, choose what type of list you want this to be (smart or static), then click Save.

HubSpot Help article screenshot

Perform more actions with your list

Within your list, you'll see a link to view More at the top left-hand side. Click this link and view your list options.

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)

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