How To Organize Contacts In Hubspot

HubSpot’s extensive CRM platform provides multiple options for organizing your contacts, allowing for efficient management of your business connections and engagements. In this blog post, we will guide you through various techniques and tips for organizing your contacts within HubSpot.

Importing and Adding Contacts

Firstly, if you’re new to HubSpot or have recently acquired a list of contacts, you’ll want to import them into the system. Ensure your file is in a supported format (CSV, XLSX, or XLS) and that it contains all the necessary information such as name, email address etc.

To import a file:

  1. Go to your HubSpot dashboard and click on ‘Contacts’.
  2. Select ‘Import’ in the top right corner.
  3. Choose ‘Start an import’.
  4. Select ‘File from computer’ and click ‘Next’.
  5. Choose your file and follow the prompts to complete the import.

To add a contact manually:

  1. Go to your HubSpot dashboard and click on ‘Contacts’.
  2. Select ‘Create contact’.
  3. Fill in the contact’s information and click ‘Create’.

Using Custom Properties

HubSpot allows you to create custom properties for contacts. These can be used to categorize contacts based on their relationship with your business, their needs, preferences or any other relevant criteria. For example, you might create a property for ‘Customer Type’ with options such as ‘Prospect’, ‘Lead’, ‘Client’, and so on.

To create a custom property:

  1. Go to your HubSpot dashboard and click ‘Settings’.
  2. In the left sidebar menu, navigate to ‘Properties’ under ‘Contacts & Companies’.
  3. Select ‘Create a property’.
  4. Fill in the details and click ‘Create’.

Creating Lists

Another powerful tool for organizing contacts in HubSpot is the use of lists. Lists allow you to segment your contacts based on common characteristics. You can create lists based on any of your contact properties, including the custom properties you’ve created.

To create a list:

  1. Go to your HubSpot dashboard and click ‘Lists’ under ‘Contacts’.
  2. Select ‘Create list’.
  3. Name your list and choose whether you want it to be a static or dynamic list. A static list will not update automatically as contacts meet the criteria, while a dynamic list will.
  4. Set the criteria for your list.
  5. Click ‘Create list’.


HubSpot’s CRM system offers a variety of tools and features to help you organize your contacts effectively. By taking the time to import and categorize your contacts, and by utilizing custom properties and lists, you can streamline your business processes and improve your interactions with your contacts.