Add records to or remove records from a list

With lists in HubSpot, you can segment records and use that segment in other HubSpot tools such as marketing emails, campaigns, or feedback surveys. Depending on the type of list, you'll add records to the lists in different ways.

The two types of lists are:

• Active lists: automatically add or remove records based on criteria. Records will join the list only when they meet the criteria and leave the list only when they no longer meet the criteria. Learn more about active lists.
• Static lists: don't automatically update record membership after creation. A static list includes records that meet a set criteria at a moment in time or that you've manually added. Learn more about static lists.

When you want to add or remove records from a list, first identify the type of list below the list's name.

Add records to or remove records from an active list

Records automatically enter and leave a list based on an active list's criteria, so you must either edit the list's filters or edit the record you want to add/remove.

To add a record to an active list, you must do one of the following:

• update the record to meet the active list's criteria; or
• update the list criteria to include the record.

To remove a record from an active list, you must do one of the following:

• update the contact to fail the active list's criteria; or
• update the list criteria to exclude the record.

Example

• List A is an active list with only one filter: Deal property | Amount | is greater than $5,000. This filter includes only contacts associated to deals that have an amount more than $5,000.
• You want to use List A but you want to exclude Bill, whose email is bill@example.com. Bill is included in the list because he is associated to a deal that has an amount of $8,000.
• You can remove Bill from the list by updating his record. Possible actions include:
  • Remove Bill from being associated to the deal.
  • Update the Amount in the deal Bill is associated to be below $5,000. 
• You can also remove Bill from the list by updating the list criteria. To the existing active list criteria, add an AND criteria of Contact property | Email | is not equal to any of "bill@example.com".
• If you want to remove a group of contacts, including Bill, from the list, consider using the List membership criteria and excluding the list that Bill and the other contacts are in.

Add imported contacts to a list 

You can add contacts from an import to new or existing static lists or new active lists. If you create a new list, the list's filter will automatically include the import, but you can add more filters. For a new static list, whichever filters you save will remain. For a new active list, you can edit the filters over time.

• In your HubSpot account, navigate to CRM > Contacts.
• In the upper right, click Import.
• Hover over the import, click More, then select Add imported contacts to list.

• In the dialog box, click the dropdown menu and select an option:
  • New static list: create a new static list and add the contacts.
  • Existing static list: add the contacts to an existing static list. In the dropdown menu that appears, select the list.
  • New active list: create a new active list and add the contacts.

• Click Add.
• You'll be brought to the list, where the contacts have been automatically added. If it's a new list, edit the list's filters and details.

Add or remove records from a static list

When a static list is created, there will be no change to its members unless a user adds record to or removes records from the list. To update a static list's membership, users must have Write permissions for lists and Edit access for the list's object.

Please note: removing records from a static list does not delete them from your HubSpot account. Learn more about deleting records in a list.

Add or remove records in the static list

• In your HubSpot account, navigate to CRM > Lists.
• To add records, in the top right, click Actions, then select Add [records].

• • In the dialog box, search for and select checkboxes of the records to add.
  • Click Add [records].

• To remove records, select the checkboxes next to records to remove.
  • At the top of the table, click Remove from list. 
  • In the dialog box, click Remove to confirm.

Add records to a static list on an index page

To add records to a list from an index page:

• Navigate to your records.

• Select the checkboxes next to the records you want to add to the static list. You can use saved filters to help with this selection.
  • To add a few individual records, select the checkboxes next to the records you want to edit.
  • To add all records on a page, select the Select all checkbox in the top left of the table.
• At the top of the table, click Add to static list. For contacts, click More, then select Add to static list.

• To add the records to an existing list, select the list from the dropdown menu, then click Add.
• To create a new list and add the records, click Create new list in the dropdown menu. Enter a name for the list, then click Create list.

Please note: you can add a maximum of 100 records at a time to a static list from an index page.

Add a contact to a static list on a record

To add a contact to a list from the List memberships card on a contact record:

• In your HubSpot account, navigate to CRM > Contacts.
• Click the name of the contact you want to add to a static list.
• In the right panel, on the List memberships card, click Manage.
• In the upper right, click Add to list.
• In the dialog box, click the Search for a static list dropdown menu and select the static list to add the contact to.
• Click Add.

Add records to or remove records from a static list with a workflow (Marketing Hub Professional and Enterprise only)

Users in Professional and Enterprise accounts can also add records to and remove records from a static list with a workflow.

• Create a workflow.
• Set your enrollment triggers to enroll the records you want to add to or remove from the list (i.e., enroll contacts who have a specific value for a property, enroll companies from a specific import, etc.).
• Click the + plus icon.
• To add records to a static list, select Add to static list.
• To remove records from a static list, select Remove from static list.
• Click the Static list dropdown menu and select the list to add records to or remove records from.
• Click Save.

Learn more about workflow actions.