How To Group Contacts In HubSpot

How To Group Contacts In HubSpot



HubSpot, a leading CRM platform, offers a range of features to help businesses organize and segment their contacts efficiently.

One such feature is the ability to group contacts, allowing users to categorize their contacts based on specific criteria and streamline their communication and marketing efforts.

Grouping contacts in HubSpot provides a systematic approach to managing your customer database and enables targeted outreach and personalized messaging.

Whether you want to create segments for different customer personas, industry-specific groups, or specific campaign lists, HubSpot offers the tools and functionality to help you group contacts effectively.

In this guide, we will explore various techniques and best practices for grouping contacts in HubSpot, empowering you to organize your contacts in a way that aligns with your business objectives and maximizes engagement and conversions.

How Do I Group Contacts in HubSpot?

By grouping contacts in HubSpot, businesses can categorize their audience based on specific criteria, allowing for tailored communication, targeted marketing campaigns, and improved customer engagement.

In this article, we will explore step-by-step techniques and best practices for effectively grouping contacts in HubSpot.

By following these guidelines, you can streamline your communication and marketing efforts, better understand your audience, and deliver highly relevant content that resonates with your customers.

1. Define your Contact Grouping Criteria.

Before you start grouping contacts, it’s crucial to determine the criteria that will guide your segmentation.

Consider factors such as demographics, geographic location, industry, purchase behaviour, engagement level, or any other relevant data that aligns with your business objectives.

Clearly defining your grouping criteria will help you create meaningful and targeted contact segments.

2. Utilize Contact Properties and Custom Fields.

HubSpot offers a wide range of contact properties and custom fields that allow you to capture and store specific information about your contacts. Leverage these features to gather the necessary data for grouping your contacts.

For example, you can create custom fields to track industry, job titles, or any other unique information relevant to your business. This data will serve as the foundation for creating contact segments.

3. Create Contact Lists and Smart Lists.

HubSpot provides two primary options for grouping contacts: contact lists and smart lists.

Contact lists are manually curated lists that allow you to categorize contacts based on specific criteria. You can create lists based on properties, custom fields, or a combination of both.

On the other hand, smart lists are dynamic and update automatically based on predefined criteria. They can be useful for creating segments that require real-time updates, such as active leads or engaged customers.

4. Use Workflows for Automated Contact Grouping.

Workflows in HubSpot are powerful automation tools that can help you group contacts automatically. You can set up workflows based on specific triggers or actions, such as form submissions, website visits, or email interactions.

By defining the conditions and actions within the workflow, you can segment contacts as they interact with your marketing campaigns, saving you time and ensuring accurate grouping.

5. Leverage Segmentation for Personalized Communication.

Once you have successfully grouped your contacts, take advantage of the segmentation features in HubSpot to deliver personalized and relevant communication.

Tailor your email marketing campaigns, content creation, and lead nurturing strategies based on the specific needs and interests of each contact group.

By delivering targeted content, you can increase engagement, drive conversions, and build stronger relationships with your audience.

6. Regularly Review and Update Contact Groups.

Contact grouping is an ongoing process that requires regular review and updates. Monitor the performance of your contact groups, analyze their engagement levels, and make necessary adjustments to ensure their effectiveness.

As your business evolves and customer preferences change, it’s crucial to keep your contact groups up to date and aligned with your evolving marketing strategies.


Grouping contacts in HubSpot allows businesses to organize their customer database effectively and deliver personalized, targeted communication.

By defining grouping criteria, utilizing contact properties and custom fields, creating contact lists and smart lists, leveraging workflows, and embracing segmentation for personalized communication, you can streamline your marketing efforts and improve customer engagement.

Take advantage of HubSpot’s robust contact management capabilities to enhance your CRM strategy, build stronger customer relationships, and drive business success.

What do you think?

Written by Udemezue John

Hello, I'm Udemezue John, a web developer and digital marketer with a passion for financial literacy.

I have always been drawn to the intersection of technology and business, and I believe that the internet offers endless opportunities for entrepreneurs and individuals alike to improve their financial well-being.

You can connect with me on Twitter


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