Organize HubSpot CRM with Lists, Properties & Lead Scoring

TL;DR

• Use well-named custom properties and grouped layouts to avoid clutter.
• Build active lists based on key properties and actions for segmentation.
• Set up contact scoring using engagement, fit, or combined criteria

Why This Matters

A disorganized CRM isn't just messy-it wastes time, misroutes leads, and confuses your team. Clean properties, smart lists, and lead scoring let you catch opportunities and qualify faster.

Step-by-Step Organization

1) Structure Properties Wisely

• Use property groups to keep related fields bundled (e.g., Contact Info, Deal Details, Qualification).
• Avoid data creep-rename or delete unused groups to keep navigation clear.
• For efficiency, follow naming conventions like YYYY-MM_Object_Purpose (e.g., 2025-08_Contact_Source).

2) Use Custom Properties with Intent

• Keep custom fields to a minimum-only if they serve segmentation, scoring, or workflow triggers.
• Always add a clear description to explain the use of each field.
• Archive or delete outdated properties during monthly audits.

3) Build Active Lists That Auto-Segment

• Navigate to Contacts > Lists > Create List (active) with filters like engagement, lifecycle, or deal stage.
• Use filtering logic such as "contains" over rigid exact matches for flexibility.
• Save list views and set visible columns for easy review and editing.

4) Implement Lead Scoring (Before the Sunset)

• HubSpot is retiring legacy score properties by August 31, 2025—plan your migration now.
• Build modern lead scores using:
  • Engagement (emails, page visits, submissions)
  • Fit (title, company size, industry)
  • Combined (if you have both criteria)
• Set thresholds (e.g., 0-49 = Low; 50-74 = Medium; 75-100 = High) for workflow and alert logic.
• Use score history to track changes and trigger timely interventions.

Daily & Monthly Routines

• Daily (5 minutes): View “Hot Leads” list, sort by score, check updates.
• Weekly (20 minutes):
  • Clean property groups-remove duplicates or unused fields.
  • Refresh active lists to reflect recent behavior.
  • Inspect score distributions to ensure logic is accurate and tweak as needed.

Pro Tips

• Use Record Customization to standardize sidebar card configurations per team role.
• Train your team to only create custom properties when a workflow or segmentation need exists.
• When building lists, test filters with sample contacts for accuracy before saving.

FAQ

Q: What’s the best way to structure property groups?
Group related fields by function (like demographic vs. scoring). Review quarterly and remove unused groups.

Q: Should I use active lists or static lists?
Active lists auto-update through defined criteria—ideal for segmentation and automation. Static lists are good for one-off exports.

Q: What’s changing with lead scoring before August 2025?
HubSpot will sunset legacy scoring properties-transition to new lead scoring workflows (engagement/fit/combined) to avoid broken automations.

Q: How many customization properties are too many?
Stay lean—only keep properties that support clear workflows or segmentation. Aim for under 50 per object, and clean regularly.

Q: Can I customize the sidebar view for different teams?
Yes—you can set default or team-specific record layouts, enabling or locking customization per user permissions.