How to Create a Contact List in HubSpot to Start Building Your Mailing List

What is a Contact List in HubSpot?

A contact list in HubSpot is a set of contacts that a user can add to a campaign. A contact list can be a segment of users who have interacted with a website or a list of contacts that a user has imported into HubSpot. It is a set of contacts that a user can add to a campaign.

A contact list is a list of people that a person knows and has contact with, such as family members, friends, colleagues, and acquaintances.

Types of HubSpot Contact List: Active and Static

Active lists are lists that change over time static Lists are lists that don’t change pull in all contacts from a form the site submitted in the past and futuristic list: A list associated with a contact import and a list of contacts who registered or attended an event.

Static Lists

Static lists are created based on a specific set of criteria, which are static. These lists do not change over time; they only include new and updated records that match the criteria. Therefore, any list of records you create will remain valid for a long period of time, even though the data (list members) may change over time.

Static lists are snapshots of the contacts who meet set criteria at the point when the list is saved. Examples of when static lists should be used include: Sending one-time email blasts, email campaigns that you don’t run often, and for a list of contacts that don’t change (e.g. Event attendees, staff lists for an internal newsletter, or lists from a trade show). Examples of when static lists should not be used include: updating automatically

Active Lists

An active mailing list automatically generates new members based on its criteria. Records will join the list when they meet the criteria and leave the list when they no longer meet the criteria.

Active lists automatically update their members based on their criteria.

Active list manages the constantly changing list of subscribers.

Contact behaviours and property values are backed up with data. Contact lifecycle stages are managed based on behaviour and properties.

Segmentation of contacts is possible through properties that frequently change over time

 

Steps to create static and active lists with HubSpot

How to import a contact list from Excel into HubSpot

1. Navigate to Contact.
2. Then, Lists in your HubSpot account.
3. There are three tabs: Contact lists library, Company lists library, and Unused contact lists
4. Hover over the name of the list you want to work on
5. Click the dropdown menu to select an action
6. Move lists opens new window
7. The select folder you want your list moved to
8. New window’ move lists’ opens

Steps on Creating a Contact List in HubSpot

To create a list of all your contacts, you can segment a list using the contact property Create date since all contacts have this property.

• First, Open your HubSpot account, navigate to Contacts > Lists.
• Click Create a list.
• In the top left, click the pencil icon edit and enter a name for the list.
• Click the dropdown menu in the upper left corner and select which kind of list you want to create. You can choose whether it’s Active list or a Static list.
• In the Filters section, select Contact property > Create date, then select is known.
• Click Done.

How to Delete contacts that hard bounced on marketing emails?

This is applicable to All Products and Plans

To manage outdated and unengaged contacts, create a list of contacts who have hard bounced on your past marketing emails. Any contacts who have been unbounced in your account won’t be included in the hard bounced list.

You can review the list to make sure you’re deleting the correct contacts, then permanently remove these contacts from your account.

Alternatively, you can keep these contacts in your account for reporting purposes.

Create a static list of bounced contacts

To create a static list of bounced contacts:

• First, Go to Marketing
• Open Email.
• Click the Email bounce tools dropdown menu in the left sidebar menu.
• Select Create a list of hard bounced contacts to create a new list of hard bounced contacts.
• If you have an existing list of contacts, you also want to delete.
• Select Add hard bounced contacts to the existing list.

Creating a New Static List

• When the contact property Unsubscribed from all emails is equal to True when you want to create a static list of contacts who opted out of all marketing emails
• Customise your hard bounced contact list in the dialogue box
• Enter a name for your new list.

For Hard Bounce

Click the dropdown menu to modify the bounce types in the list. By default, all hard bounce types are selected.

For Time Period

a. Select the time frame for the sent marketing emails. Only contacts who hard bounced on emails sent during the selected timeframe will be included.

b. Click the Create list button. Wait for it to process in a few minutes.

c. Select the checkbox in the header row to select all contacts on the first page of your list. d. Click Select all to select all contacts in the list.

e. Select the More dropdown menu, then click Delete to delete these contacts.

f. Enter the number of contacts you want to delete.

g. Lastly, click Delete.

Create an active list of bounced contacts

To create an active list of bounced contacts:

1. Open your HubSpot account, then navigate to Contacts
2. Then to Lists.
3. In the upper right, click Create List in the upper right corner.
4. In the top left, click the pencil icon edit in the top left portion and
5. Enter a name for the list.
6. In the upper left, click the Dropdown menu. Then, select Active list.
7. In the left panel, select the criteria for bounced contacts:
8. Select Contact properties.
9. Search and select Email hard bounce reason.
10. Select is known if you want to include bounced contacts of all types. If you want to view only bounced contacts of a specific reason, select is any of and in the dropdown menu, select the reasons you want to view.
11. In the upper right, click Save.
12. Once it populates, you can delete the bounced contacts.

All products and plans

When you use the report feature to generate your contact lists, you can keep all of your contacts or delete any that have hard bounced. It’s up to you. We’ll tell you how to make sure your contact lists are current.

 

Delete a list

To Delete a record list, learn how to bulk delete records.

If you delete a static list, the list will be permanently deleted. However, if you delete an active list, you can still restore it within 90 days.

• In your HubSpot account, Go to Contacts.
• Then go to Lists.
• You can do your deletion in the Lists library tab.
• To delete a single list, click the More dropdown menu, then click Delete list.
• If you want to delete a bulk list, click the checkboxes next to the lists you want to delete and click Delete at the top of the table.
• In the dialogue box, click Delete.

Restore an active list in your HubSpot Contact

Follow these steps to restore the active list. You may restore it within 90 days after deletion. However, static lists can’t be restored back.

• Go to Contacts,
• Go to Lists.
• Then go to the Recently deleted tab.
• Find the list you want to restore and click Restore.
• A Dialogue box will appear and then you can click Restore to finally confirm.

How to Import an Excel contact list into HubSpot:

1. Open your HubSpot portal and go to “Contacts”
2. At the top right, click “Import”
3. Choose “Start an Import”
4. Click “File from computer”
5. And then click “One File” and then “One object”
6. Choose “Contacts”
7. Drag and drop or choose an excel file to upload your contacts
8. Map any fields you have to exist HubSpot properties.
9. Then click next, put an import name.
10. Click Finish.

What is HubSpot Data Sync

Data synchronisation is the ongoing work of ensuring that data is synchronised between two or more databases. It works to automatically detect changes to any synced systems and update others automatically to reflect the changes. For instance, if you have a help desk and a CRM that aren’t automatically integrated, data sync would help keep the data between the two clean and up-to-date. HubSpot’s data sync ensures that your data is the same across all of HubSpot’s software, and beyond. Integrate with tools like Salesforce or Zapier to make the most of this amazing data across the board.

 

What does Operations Hub’s data sync do that a typical integration does not do?

• Data synchronisation stands out from other integration solutions because it provides real-time, two-way sync of your data. It’s the perfect solution to ensure that your databases mirror each other across all of your tools. It also gives you the ability to sync data that already existed in your database before the sync is activated and data that has been newly created since the last sync.

What is contact management?

Contact management started with Rolodex and Filofax systems, and it developed into desktop-based standalone software and email clients. Over time, it added features like address book management, multiple profiles, and multiple email addresses, etc.

Despite these significant advances in technology, many businesses are still looking for solutions that go beyond simple databases. They need systems that can organise contacts, communicate via email, track conversations and generate reports.

The field of sales management and contact management software has become increasingly integrated in recent years. Businesses have realised that a more unified system capable of capturing a wider range of data is essential for success. To get the best out of the tools at your disposal to track, understand and engage your customers, you need to have one unified view of all the data available from different tools. This will enable you to make better decisions about the customer and make it easier to get in touch with them. What’s vital in a successful sales team is important in the delivery of excellent customer service.

A true, end-to-end customer journey requires a fundamental shift away from a sophisticated contact book and toward a more comprehensive approach that captures the entire customer experience and connects it to products, from acquisition to conversion, across any channel.

Tracking everything – the evolution to CRM

Customer Relationship Management Systems (CRM) are used just contact management software designed to help people manage their contacts, customers, and business relationships. But over the past few years, these CRM programs have evolved into powerful Customer Relationship Management (CRM) systems that track everything from customers and sales leads to marketing campaigns and sales team performance.

This free contact management system, or contact management package that comes bundled with other business tools, makes it easy to store and retrieve contact information so you can search by name, company, job title, industry, location, and more.

You’ll discover much more than an electronic contact book with a simple user interface in advanced sales contact management systems. Tracking your relationship with customers is everything. It’s why it’s critical that you take the time to learn all you can about each prospect and customer you work with because, in this day and age of high-velocity business relationships, it’s easy to lose touch.

 

Smart customer management leads to better customer relationships.

Understand your customers

The best customer management software for Amazon is sort and search. It shows you which customers are spending more money and which products they are buying.

Syncs with your business

Your customer information is your greatest asset. Use it to improve your marketing and sales! If you want to take advantage of the Amazon Customer Directory, then use it. You’ll be able to see every customer’s transaction history and even access their shipping details, so you can start sending invoices to them.

Make notes for next time.

Customer preferences matter, especially when it comes to Amazon products. You’ll learn how to build a profile for each customer and never forget valuable customer preferences.

 

Pull in social data for a deeper view of your customers.

Social media provides insights into your customer’s preferences, interests, and desires. It’s a very powerful resource for finding potential leads or customers and understanding their online interactions. In this book, you’ll learn valuable insights about your customers, so you can provide answers to their questions before they ask.

 

Collaborate with people company-wide.

You can have all of your contacts, calendar and task information online and in the cloud, making it easier for everyone to collaborate across the company. You can collaborate on any number of records and contacts at once in Google Drive. You’ll find yourself sharing relevant documents, insights, and more with people all the time.

 

Benefits of Using the Contact List in HubSpot

1. List Suppression

One of the most important “workflow” aspects of creating a successful direct mail/email campaign is the ability to quickly and easily “suppress” or “re-categorise” your list of current customers. When you create your workflow for your enrollment/trigger / etc. it should be designed with this in mind.

If you have a large or even medium-sized customer base it is essential that you understand them, and know them inside and out. Make sure you are constantly aware of where they are in their customer journey so you can send the right message to the right customer at the right time.

2. Clean Email Databases

There’s a better solution. Instead of using a static distribution list, use an active distribution list. This will ensure your sales and marketing messages don’t get drowned out by others, and it allows you to segment your lists so you can deliver the right messages at the right time to the right people. One of the best ways to make sure your list remains clean and up to date is to actively incorporate it into your newsletter campaign strategy.

 

3. To Upsell Leads

You must actively acquire new leads at every stage of the buyer’s journey. Do this by offering a compelling free trial, a low-cost up-sell or a high-value cross-sell, or perhaps a different product altogether. Your goal is to get as many warm leads as possible at each stage of the buyer’s journey. Once you reach a lead who is ready to purchase, it will be too late to intentionally market to them. Other marketing efforts have already turned them off, and they’ll have mentally made up their mind that they are not interested in your offer.

Contact scoring in HubSpot is a topic unto itself. But you can use these same principles to score your leads and contacts and use that data to develop active lists of those who are ready for an upsell. You can also use various contact information properties (including, but not limited to, the status of a contact’s relationship to your organisation) to help identify hot leads.

 

4. Identifying High-Value Contacts

Once you understand your buyer’s behaviour, you will begin to realise that it takes an enormous amount of “impressions” or views of your web page in order for them to become a paying customer. This is NOT normal!

In fact, if you are doing everything else right, you should be able to get a conversion on the first view of your website!

5. Form Submissions

The most basic use of an active list is to have a prospect enter the list when they have submitted a certain form.

You must create an active list around the people who gave their email addresses for your slide deck. This allows you to re-targeter these prospects (assuming they are not in a “suppression” list) via several avenues. You can reach out to these prospects via several different means. For example, you can set up sales meetings at the next annual conference to elicit excitement before a presentation you are making or for a time-sensitive offer leading up to the event.

In a parallel fashion, you should set up active lists based on other landing page form submissions.

When you have more than one source for your leads, you’ll have a very clean and up-to-date list of qualified leads. This means you’ll be able to communicate more effectively with them because you’ll know exactly what “conversion actions” (if any) they performed on your website.