How you can Create and Use the Active and Static List in HubSpot

What is a List in HubSpot?

In HubSpot, you can create lists of contacts or companies depending on their property values. It helps you to segment your contacts or companies by the common features.

Uses of the list in HubSpot are:

  • Sending a campaign email to a list.
  • Create a list of users who filled up the registration form.
  • Using a list in workflows.
  • Filter contacts by their list memberships.
  • Sending feedback survey forms with a static list.

What are the types of lists in HubSpot?

There are two types of lists in HubSpot: active lists and static lists.

Active lists

  • Active lists are those lists that automatically update their members based on depending on its criteria.
  • Contacts will be added to the list when they fulfill the criteria and exit from the list when no longer fit the criteria.

Examples, when an active list can be used:

  • Sending regular newsletters to contacts.  New contacts will be added automatically to the active lists, and the newsletter will also be sent to those contacts.
  • Calling contacts based on contact behavior and property values.
  • Grouping of the contacts based on their lifecycle stages.
  • Segmentation of the contacts based on properties that keep changing, such as HubSpot score.

Static Lists

  • Static lists are snapshots of the contacts that meet certain criteria at the time when the list was created. 
  • Unlike active lists, static lists do not update automatically.
  • New data that meet the criteria will not be added to the list.
  • Once created, you cannot make any changes to the list.

Examples, when a static list can be used:

  • Segmentation of the contacts when to bulk delete contacts from the account.
  • Add contacts to a workflow manually.
  • Sending emails to the list of contacts that don't change. E.g., staff list for an internal email, 
    people who have attended an event.

How to create a new list in HubSpot

To create an Active or Static list

  • Navigate to  Contact>Lists in your HubSpot account.
  • Click Create List in the upper right corner.
  • From the left menu bar, select Contact Based to create a list of contacts and Company Based to create a list of companies.
  • From the right window, select the type of list you want to create: Active List or Static List.
  • Click Next.
  • In the upper left corner, enter name your new list.
  • Below the name of the list, click on the drop-down to select whether you are creating an Active list or Static list.
  • In the left window, select the criteria for the contacts, companies, deal, activities you want to work with.
  • After setting the criteria, click Apply Filter.
  • Data that will fulfill these criteria will populate in a table.  This is the preview of the records that will be added to your list.
  • Click Save. The list may take some time to process

How to edit a list in HubSpot


To edit a list


  • Navigate to  Contact>Lists in your HubSpot account.
  • You can search for your list from the Search list bar.
  • Click on the list name you want to edit.
  • You can edit a list by making changes in the property and filter of the list.
  • Click Save to save the changes.

How to create a Folder to organize lists in HubSpot 

You can create a Folder of your lists to organize your lists.


To create lists folder


  • Navigate to  Contact>Lists in your HubSpot account.
  • In the upper left corner, click Folders, besides All Lists.
  • In the upper right corner, click Create folder.
  • A window 'Create a folder' will be opened.
  • Name the Folder.
  • Click Create.


How to clone, move, and delete a list in HubSpot

  • Navigate to  Contact>Lists in your HubSpot account.
  • There are three tabs Contact lists library, Company lists library, and Unused contact lists.
  • Contact lists library holds the contact-based lists, Company lists library holds company-based lists, and in Unused contact lists. hold the lists that are not currently in use by any other  HubSpot tool.
  • You can search for your list from the Search list bar.
  • Hover over the list name you want to work on.
  • Click the drop-down menu to select the action you want to perform.


Move to folder

  • Click Move to folder. 
  • The new window  'Move lists' will open.
  • Select the folder you want your list to move to.



Clone a list

Click Clone to make a copy of the list.



    Delete a list

    It deletes the list permanently. However, the contact in the lists will not be deleted.