Unlocking an Easy and Efficient Stay-in-Touch System using HubSpot
Hi. Max. This is 20 Minutes Max, and I'm gonna show you how we built a stay in touch system in HubSpot to manage hundreds and hundreds of contacts. So I've got a demo account on HubSpot. This works on any license of HubSpot, which is phenomenal.
Speaker 1:Salesforce, you have to be on a higher license in order to implement lists. So so I'm not showing you a demo here because I don't have an an account. So this is a test account for HubSpot. You can see it has a bunch of, just sample data. The way I generated that was by going in and actually just use chat gpt.
Speaker 1:And by the way, here's, here's the prompt. Prepare CSV with contacts, create, we want first name, last name, email address, phone number. We want it formatted in a specific way. If you haven't used chat GPT for stuff like this, it's actually pretty fantastic because we'll just generate and create, a bunch of test data that we can then copy and paste directly into, an import tool. The way this works is we're gonna create a series of lists in HubSpot.
Speaker 1:The lists are gonna do some special stuff for us. So what we start with is in contacts, we can come down here to lists. And right now, we see all lists is blank. So we're gonna create we're gonna create a few lists. And so we're gonna create, you know, worst we're gonna call list a, very important.
Speaker 1:Let's call this one every couple weeks. This list is gonna be a static list. Go back to list. I'm just I'm just gonna save this list here. That's important.
Speaker 1:Back to list. Create another list. Again, static list. By the way, contact based is what we want for these things. Save list.
Speaker 1:We're gonna create a list called the demoted. Save list. And now we're gonna create a special list. We're gonna create c standard. Okay.
Speaker 1:This one is gonna be an active list. It's the only active list that we've created so far, and you're gonna see why. So in this active list, we can now create filters. And a filter is going to be, we're gonna say we wanna create a filter based on company records. So we're gonna look for company type, and we want the company type to probably be, in this case, a prospect or a customer.
Speaker 1:I don't think I have customers defined yet. In HubSpot, I do not. So when you create this, and you can see automatically, instantaneously, it's creating, and showing you a preview of the list. Now, a second filter that might be good to create is, contact properties. You might wanna do an owner is yourself.
Speaker 1:Now in this case, I own everything in this in this demo instance, so this isn't gonna really matter. I'm gonna get rid of this filter. I'm gonna create this filter. I'm gonna create a save list at this point. Now if we go back to list and we let this finish propagating and creating, you're gonna see our static we have 3 static lists, and we have one active list.
Speaker 1:Now the way this works is and this list is still processing, so we're gonna come back to this in a moment. Back to list. We're gonna have to let this run. So when we look at a contact, we come here. We're gonna go to our contacts, and we're just gonna grab the first contact.
Speaker 1:On the right side, when we look at the contact record in HubSpot, we see list membership. And by default, because we created this just with a filter for everyone, you know, within companies of of a prospect type, Sophia is a member of the standard list. We can decide that Sophia is somebody that we should talk to every couple weeks. We create, and we're gonna move, Sophia. We're gonna create a list here in in a, and this is now static looks.
Speaker 1:We've made this decision. Let's go ahead and click back. We can click, we can go back to Example Corporation. Let's grab another contact. Let's grab Olivia.
Speaker 1:We're gonna say, Olivia Olivia, you should be in a list. You're gonna be in the be important list. And then let's go back here to contacts, and let's grab Abigail. Abigail. Sorry, Abigail.
Speaker 1:We just didn't work out. We don't need to talk very often. We're gonna put you into the demoted list here. Okay. Now if you notice here, we need to make a change here to our standard list because as we've added into our static lists, they haven't left here.
Speaker 1:So in this case, what we're gonna do is we're gonna come back to static list, new edit filter, and we're gonna create a filter here. And we're gonna say list. We're gonna say search and list membership, and we wanna say is not a member of. Actually, I think we can do it's all in one shot. We can do b, and we can do d.
Speaker 1:And remember, when it come here by default, it says member of list. We want it to be not a member of list, not a member of list. So now we have our filter for the standard list. Contact is associated to any company type as prospect, and then list membership, not a member of a, b, or c or d. And we do this because once we create those lists, we don't want them to be in both places.
Speaker 1:So now this is list is gonna process again. We go back to our list, and we look at somebody that we added to one of the other ones. We look at Sofia. We come down out. Sofia is only a member of one list, only in the a list.
Speaker 1:Now if I took Sophia out of a, this contact record would automatically be added back into the, the standard list, the c list. Okay. So now at this point, we're gonna have a list that's still processing. So here's our standard list. Here's our demoted.
Speaker 1:Here's our important, and here's our very important. If we were to come here at this point and look at very important, we're gonna see Sofia in this very important list. We've got Olivia here and Southern one. Let's come here. We'll just go through standard.
Speaker 1:We'll just randomly grab some more people. First time you create a filter and you add people to these filters, they do take some time to come through and process. Okay. We're just gonna go through and just grab a few names really quickly here and just randomly assign them to different lists. So this next step makes more sense.
Speaker 1:So as you're interacting with contacts, what you would do here is you would update and add records into your list as it made sense for you based on what kind of outreach you wanna prompt yourself for. And see what I'm gonna do here is I'm just gonna take and add Create some data. So, obviously, no rhyme or reason to what I'm doing right now because this is all test data. But in your CRM, you would do it's a little more intentionally. It's important to keep, a list as a catchall, so that's why we have the one active list with, everyone in it.
Speaker 1:So that way we always have some default outreach defined, and then we'll put this one here. K. So we added a bunch of lists here. So now we have some lists. Now so for this point, we could use and you could use these lists to take care and do what you want.
Speaker 1:What I recommend is creating a last list, and this would be an let's just say stay in touch. This is gonna be an active list, and we're gonna make lists of lists. Probably got this from beforehand a little bit. This is where we get some real fun stuff. So we're gonna create a list membership.
Speaker 1:In this case, it's very important. And we have a record, an an option in I have to go to contact properties. So last contacted. Now because I don't have any data and this import into HubSpot was brand new, This is gonna show when we build these rules, they're not gonna come up, and we're not gonna have data in it. But that's gonna be okay.
Speaker 1:So in here, we're gonna say last contacted is more than in this case, we'll say one day ago for our a list. We'll create another filter group. In this case, we're gonna want list membership. That's gonna be I could say last contacted is more than, let's say, 1 month ago. Now you could see here it shows days and days from now.
Speaker 1:But if you do this and you say 30 days ago, it'll give you what you're looking for. So group c, so list membership would be c. We wanna say oops. We want that filter there. We want this one.
Speaker 1:Contact properties. I'm doing this from memory. Last contacted. What do we do? 60 days is more than 180 days ago.
Speaker 1:And add filter group, list membership, d. K. And for a d group, you wanna add filter, contact properties, last contacted is more than, in this case, let's say, 270 days ago. So if we look at our filters at this point, we can see list membership is a member of a very important list, was last contacted more than one day ago. You're probably gonna wanna set this for every week, every 2 weeks, every 3 weeks, whatever whatever cadence.
Speaker 1:So the the the important thing what we're doing here is we're building, a list with cadences to prompt engagement. So here, group 2, list member of b, important, 30 days, standard. You know, I've got this set right now for every 6 months. Our group, group d, 270 days ago. So we can now save this list, and let's see if this processes anything and creates any records.
Speaker 1:I'm going to pause this recording for a moment and let this thing actually, I don't know if I can pause this in a way that makes sense here. Let's go back to our list. So you can see here now we're starting to get calculations of size, how many people are important, how many are in the different, you know, different lists, standard list, what's actually going on here, are they used in other places. In this case, it's showing used in because it's used as a filter group for our active list. So we can see here, how these lists actually apply to each other.
Speaker 1:Now you can see here we don't have any, data. Now the reason why we don't have any data is, what we should actually do is we should create another or. So I'll show this or filter group. List membership is a. Contact properties, last contacted is unknown.
Speaker 1:So I've added this one because in HubSpot, if you don't have any contact if you don't have any any records whatsoever, any activity on a contact, that's last contacted won't, actually create or match properly. And, I've noticed that just actually creating and and doing this last contact is unknown will actually generate and build data out for you. So let's let this come back here. So now we see our last stay in touch now as for records. Select this build.
Speaker 1:Is it not displaying? Gonna do this just while it's thinking. Just so we can get some demo and test data here. Like, any of the Jeopardy theme song playing in the background. There we go.
Speaker 1:So I have data for these user. Now I went through this and did the same thing, I'll just take, this group 2, which is this everybody and be important. I'll go ahead and update this as well. Now there's a couple of ways that you can take and work in these lists once you create them. In Salesforce, if you're on an addition that has a sales console, you can actually apply and take the sales console and and put it directly into, create the list, feed the list in the sales console, and then have effectively, like, a dialer list out of that sales console.
Speaker 1:In HubSpot HubSpot doesn't do the same thing here. You notice that, like, it doesn't actually prompt or format these phone numbers in a way that we can just do a click to dial. So you can either click into these records 1 at a time and then interact with them. You can, select all. And if you've got, sequences enabled, you can enroll them into a sequences, or you can create tasks.
Speaker 1:So, you know, these tasks could be create tasks to call. There's no queues, obviously, in this test instance. I wanna do this. I wanna call them today. Right?
Speaker 1:So create your tasks. Go to your tasks. Oh, we can skip our tour here. And then now we have this task set up that if we we can start our 3 tasks. Oh, I'm not up to the game.
Speaker 1:I'm on the free version, so I don't have this button. We'd start our 3 tasks, and HubSpot at that point will give us what looks like a, it'll just run us through the queues. So it'll prompt the contact record, then you have the option to complete the task and just click next and click next and click next and click next, and you work through the tasks. I found that actually creating, a call task for each one of the records in the list at the beginning of the week, for instance, and then running through those tasks in that given week seems to be a pretty decent workflow to use and implement if you're not using sequences. So this is a really simple example of how you would use HubSpot to create and manage your stay in touch.
Speaker 1:And then as you're building up and you have more and more contacts, in this case, we've got 29 contacts. And now our list are populated. We've got a few in each one. We've got our catch all list, and then we have our stay in touch with filters. And then this will give you the ability to actually designate and say, how often do you wanna outreach to a contact that you have?
Speaker 1:You can apply this however you want. If if you're using different, types in your companies, use a different type. If you want a different interval, use a different interval. What's nice about again, when you're building these lists with HubSpot, this is an active list. It doesn't give you, any options.
Speaker 1:But if you were to come over here and look at the stay in touch list, we could actually test a contact, and we could put a contact in and say, you know, what is going on with Sofia and why does Sofia match or not match? In this case, Sofia matches this last one that I had with no, contact activity. I found that when we're building out initially using these test, these test contacts is invaluable. That's it. That's what I got for you today.
Speaker 1:I hope this helps, and, you're able to implement this and and use it successfully.
