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Lists & Segmentation

Active vs. static lists, how to create segments for email sends, and pre-built lists for this program.

Active Lists vs. Static Lists

HubSpot offers two types of lists:

  • Active lists update automatically based on criteria you define. If a contact meets the criteria, they are added. If they no longer meet it, they are removed. Use active lists for ongoing segments -- for example, all currently active FSS staff in a given zone.
  • Static lists are a fixed snapshot. Contacts are added manually or through an import and do not change unless you edit the list yourself. Use static lists for one-time sends or point-in-time records -- for example, all registrants for a specific training event.

How Lists Are Used in This Program

  • Event attendee lists -- Static lists are often generated from event registration form submissions.
  • Zone-based staff segments -- Active lists filter contacts by their LIA Zone property.
  • Email send lists -- Before sending any program communication, staff select a list as the recipient group.

Where to Find Lists

Go to Contacts in the top navigation and select Lists. The list library shows all active and static lists in the portal. Use the search bar or filter by list type to find what you need.

Creating a Basic Filtered List

  1. Click Create list in the upper right.
  2. Choose Contact-based and select Active or Static.
  3. Name the list clearly (e.g., "Active FSS -- Zone 3").
  4. Click Add filter and choose the property you want to filter by.
  5. Set the filter value and save.

Pre-Built Lists

Several lists have already been set up for common use cases, including zone-based staff segments and role-based groups. Check the Lists library before creating a new one -- the list you need may already exist.