April 29, 2024

How can I set up automatic list cleaning or hygiene practices in HubSpot?

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Step 1: Log into Your HubSpot Account

  • Go to the HubSpot login page.
  • Enter your credentials and click "Log in".

Step 2: Navigate to Contacts Database

  • From your HubSpot dashboard, click on “Contacts” in the top menu.
  • Select “Lists” from the dropdown.

Step 3: Identify Stale Contacts

  • Create a new list by clicking on “Create list”.
  • Name the list “Stale Contacts” or something similar.
  • Set the list type to “Active list”.
  • Use filters to identify contacts who haven’t engaged in a specific period. For example, use the “Last Contacted Date” and set it to more than 6 months ago.

Step 4: Create a List for Bounced Emails

  • Repeat the process of creating a new list.
  • This time, set filters for contacts whose emails have bounced. HubSpot typically marks these contacts automatically based on email deliverability results.

Step 5: Automate the Cleaning Process

  • Once you've identified stale or bounced contacts, you can decide to either remove them or segment them for a re-engagement campaign.
  • For automatic removal, navigate to “Workflows” from the top menu.
  • Click on “Create workflow”.
  • Select “Start from scratch”.
  • Choose “List membership” as the enrollment trigger and select the stale contacts or bounced emails list.
  • Set an action to “Unenroll contact” after a certain period or after specific criteria are met.

Step 6: Schedule Regular Checks

  • Consistency is key for list hygiene.
  • Schedule monthly or quarterly reminders to check and clean your lists. This ensures that your database remains healthy and up-to-date.

Step 7: Implement Re-engagement Campaigns (Optional)

  • Instead of immediately removing unengaged contacts, consider setting up re-engagement campaigns.
  • Create email campaigns specifically tailored to reignite interest or verify the contact's interest in staying on your list.

Step 8: Monitor and Adjust

  • Regularly monitor the results of your list cleaning.
  • Adjust your criteria if needed. For instance, if you find many contacts re-engaging after 8 months of inactivity, consider extending the duration in your stale contacts list criteria.

Step 9: Maintain Email Deliverability

  • Regular list cleaning helps maintain your sender reputation and email deliverability rates.
  • Periodically review your email deliverability metrics in HubSpot to ensure your emails are reaching your contacts' inboxes.

Step 10: Document and Educate Your Team

  • Make sure to document your list cleaning process.
  • Educate your team about its importance, ensuring everyone understands and respects the process for maintaining a healthy contact database.