Guide to Adding Contacts to HubSpot Lists: 2 Methods

Jason Gong
June 25, 2024

Navigate to Contacts, select Actions, then Add to list.

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Managing contacts effectively in HubSpot is crucial for a successful CRM strategy. In this step-by-step guide, you'll learn how to add contacts to a HubSpot list easily, whether manually, through imports, or by automating the process with workflows. By mastering these techniques, you can organize your contacts efficiently and leverage HubSpot's powerful features to enhance your marketing and sales efforts.

Understanding HubSpot Lists and Contacts Management

HubSpot offers two types of lists for managing contacts: static and dynamic lists. Understanding the difference between these list types is crucial for effective contact management and enhancing your CRM strategies.

  • Static lists are manually created and updated, meaning contacts must be added or removed by hand. They are best suited for one-off email sends, infrequent campaigns, or lists that don't change often, such as event attendees or company employees.
  • Dynamic lists, also known as active lists, automatically update based on set criteria. Contacts are added or removed in real-time as they meet or fail to meet the specified conditions, such as property values, list memberships, or interactions with your website. Dynamic lists are ideal for ongoing email campaigns, segmentation, and maintaining up-to-date contact groups.

By leveraging both static and dynamic lists in HubSpot, you can automate sales prospecting processes, ensure your email campaigns reach the right audience, and improve the overall effectiveness of your CRM strategy.

How to Manually Add Contacts to a HubSpot List

Adding contacts manually to HubSpot lists is a straightforward process. Follow these steps to add contacts to both static and dynamic lists:

  1. Navigate to your Contacts dashboard in HubSpot.
  2. Select the contacts you want to add to a list by checking the boxes next to their names.
  3. Click the "Actions" dropdown menu and select "Add to list."
  4. Choose the list you want to add the contacts to, or create a new list if needed.
  5. Click "Add" to confirm and add the selected contacts to the list.

When manually adding contacts, it's crucial to ensure accurate data entry. Double-check the information before adding contacts to avoid common pitfalls, such as duplicate entries or incorrect email addresses. For more efficient management, consider using automation tools for lead management.

Save time and avoid errors. Automate lead management tasks with Bardeen and focus on what truly matters.

By following these steps and maintaining data accuracy, you can effectively manage your contacts and ensure your lists are up-to-date and relevant.

Importing Contacts into HubSpot Lists

Importing contacts into HubSpot lists is an efficient way to add multiple contacts at once. Follow these steps to import contacts using CSV or Excel files:

  1. Prepare your import file, ensuring it meets HubSpot's file requirements. Your file should include a header row with column names that match HubSpot's contact properties, such as "First Name," "Last Name," and "Email."
  2. To avoid creating duplicate contacts, include a unique identifier column, such as "Email" or "Contact ID."
  3. Navigate to your Contacts dashboard in HubSpot and click "Import" in the top right corner.
  4. Select "File from computer" and choose your CSV or Excel file.
  5. Map the columns in your file to the corresponding HubSpot properties. HubSpot will attempt to match columns automatically based on header names, but you can manually adjust the mapping if needed.
  6. If you want to add the imported contacts to a list, select "Add contacts to a list" and choose the appropriate list.
  7. Review your import settings and click "Finish import" to complete the process.
Select "File from computer" and choose your CSV or Excel file.

HubSpot's import tool also allows you to create custom contact properties during the import process. If your file contains columns that don't match existing HubSpot properties, you can create new custom properties to store that data.

By following these steps and ensuring your import file is properly formatted, you can quickly and easily add contacts to your HubSpot lists, automating sales prospecting and streamlining your contact management process.

Automating Contact Addition with HubSpot Workflows

HubSpot workflows allow you to automate the process of adding or updating contacts in lists based on specific triggers or criteria. This can save time and ensure that your lists are always up-to-date. Here's how to set up a workflow for automating contact addition:

  1. Navigate to the Workflows tool in your HubSpot account and click "Create workflow."
  2. Choose the type of workflow you want to create, such as a contact-based workflow.
  3. Set the enrollment trigger for your workflow, such as when a contact submits a form or when a contact property is updated.
  4. Add an action to your workflow to add the contact to a specific list or update their list membership.
  5. Specify any additional criteria or conditions for the workflow, such as checking if the contact already belongs to the list before adding them.
  6. Activate your workflow and monitor its performance.
Navigate to the Workflows tool in your HubSpot account and click "Create workflow."

Some common automation scenarios include:

  • Adding contacts to a list when they submit a specific form on your website.
  • Updating a contact's list membership when their lifecycle stage changes.
  • Removing contacts from a list if they haven't engaged with your emails in a certain period.

By leveraging HubSpot workflows, you can automate sales prospecting and ensure that your lists are always accurate and up-to-date. This can help improve the effectiveness of your marketing and sales efforts and ultimately drive better results for your business.

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Analyzing and Optimizing Your HubSpot Contact Lists

To ensure your contact lists remain effective and manageable, it's essential to regularly analyze their performance and optimize them accordingly. HubSpot provides several tools and techniques for monitoring the health and efficiency of your lists:

  • Use the "Performance" tab within each list to view key metrics such as open rates, click-through rates, and unsubscribe rates.
  • Leverage HubSpot's built-in analytics to identify trends and patterns in contact engagement, such as which lists have the highest or lowest engagement rates.
  • Create custom reports to track specific metrics or compare the performance of different lists side-by-side.

In addition to monitoring performance, it's crucial to maintain your lists through regular cleanup and refinement:

  1. Remove inactive or unengaged contacts who haven't opened or clicked your emails in a specified period (e.g., 6-12 months).
  2. Merge duplicate contacts to keep your lists clean and avoid sending multiple emails to the same person.
  3. Update and refine your list criteria periodically to ensure contacts are segmented accurately based on their current characteristics and behaviors.
  4. Delete unused or outdated lists to keep your HubSpot account organized and clutter-free.

By consistently analyzing and optimizing your HubSpot contact lists, you can improve deliverability, increase engagement, and ultimately drive better results from your email marketing efforts. Make list maintenance a regular part of your workflow to keep your lists healthy, targeted, and effective over time. For more tips, check out our guide on building a prospect list.

Automate HubSpot Tasks Easily with Bardeen

Adding contacts to a list in HubSpot can be done manually following the steps provided, but for those looking to streamline their workflow and automate their CRM processes, Bardeen offers powerful automation solutions. Automating these tasks can save time, reduce manual entry errors, and ensure your marketing efforts are more efficient and effective.

Explore how Bardeen can enhance your HubSpot experience:

  1. Copy all HubSpot contacts to Coda: This playbook automates the process of transferring all your HubSpot contacts into a Coda table, making it easier to manage and visualize your CRM data outside of HubSpot.
  2. Create a HubSpot contact from an email: Leverage the power of automation to create HubSpot contacts directly from email addresses. This playbook utilizes Clearbit and Google Mail integrations for seamless contact creation.
  3. Save a Salesforce contact as a new HubSpot contact: Merge the capabilities of Salesforce and HubSpot by automatically saving Salesforce contacts as new entries in your HubSpot CRM. This playbook ensures that your sales and marketing efforts are aligned and integrated.

Automating your HubSpot processes with Bardeen not only saves time but also enhances your ability to manage relationships and drive sales. Get started by downloading the Bardeen app.

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