Lists are the way we communicate with our customers. It's important you check whether we have existing lists for your purpose and understand the differences between Active and Static Lists.
Your department will have lists created for various communication purposes already and these are clearly labelled and stored in folders. It's always important to check with your HubSpot Operations representative if a list for your purpose hasn't already been created before you create a new one.
See below for commonly used lists. If you're list isn't there, learn how to create a new one below.
Study Centre Lists
Note that these include contacts at all existing and year zero centres whether they are running or not so use a different list if you want to filter further.
You should always check with the relevant department below before using a list to send mass communications.
|
List |
Department Responsible for Comms |
| Marketing | |
| All Academic Manager and Academic Administrators |
Academic |
| All Marketing Contacts | Marketing |
| All Key Contacts | Business Development Account Managers |
| All Student Counsellors | Student Support |
You should always use the properties:
Company Type = Study Centre
Contact Type = Study Centre
You can then filter further using other properties such as:
Study Centre Contact = ( choose which options you would like)
Centre Registration status = Completed or Not running etc.
Study Centre Stage = Year Zero or Existing
Country = Nigeria
Region = Africa and Middle East
Please avoid using the country/region combined property as this is a HubSpot originated property and it will not provide accurate results.
You may wish to exclude centres from communications based on
Sanction Group Status = Under Sanctions or Under Termination Process etc.
University Lists
Note only UPP, Marketing and BD should create lists for universities.
Here are our existing Universities Lists
You should use the properties:
Company Type = University
Contact Type = University
University Contact = ( choose which options you would like)
You can then filter further using other properties such as:
Country
Region
NCUK Staff Lists
Here is our main NCUK Staff List.
Check with Paul Heaton before you send to all staff lists.
You should use these properties:
Contact Type = NCUK Staff
NCUK Directorate = Academic, Marketing etc.
NCUK Staff Location Base = UK, Malaysia etc.
NCUK Team = Programme Delivery etc.
NCUK Role = Programme Delivery Manager etc.
Student Lists
Note only UPP and Marketing and should create lists for students. If you want to send anything to students, please speak with Marketing or Brad first.
How to create your own List
If the list you need doesn't exist and you need to create a new list, follow the instructions below to find out how.
To create a list:
- Click on "Contacts" from the top menu in HubSpot.
- Choose "Lists" from the submenu and click on "Create list".
- Select the type of list you want to create and provide a name and description.
- Active Lists = These lists will continuously update (add and remove) contacts based on the criteria of properties you define
- Static lists = a single snapshot of a moment in time. These lists will not update with records.
- Please name your lists with your department followed by the name of your list and the audience of your list, e.g. “Academic| Bow's Academic Managers and store it in a folder.
- Set your criteria for defining the list based on company and contact properties (see help below)
- Lists use AND / OR logic to define your lists (AND means they have to meet all of your criteria / OR means they have to only meet one of your criteria)
- Edit the columns on your list to show relevant information for your list - this is helpful for exports or information at a glance.
- Click on "Create list" to finish. Your new list will show up in the lists dashboard.
Remember that some properties are Company Properties and some properties are Contact properties. If you can't find a property, you might be searching in the wrong place.
