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How do I know if my contact is a marketing contact HubSpot?



How do I know if my contact is a marketing contact HubSpot?


When working for clients who want help managing their lead flow and conversion rates, it's important to be able to distinguish between leads that are ready to become customers from those that aren't. Some of the best ways to accomplish this include looking at previous interactions or behavior patterns. However, there may also be times when you have someone on an existing list whom you need to manage, but don't necessarily want to make part of your "billable" contact pool—meaning these people shouldn't be counted against your monthly client quota.

If you're using HubSpot CRM, one way to check whether a certain contact should be categorized as either Marketing, Sales, or Service, is by clicking on Contacts & Account Settings (or Preferences) under My Content. From here, select Manage Lead Flow. Under Lead Source Type, look at the dropdown menu next to Contact source. This allows you to choose what type of sources generate each lead. If you see something like Billable/Non-Billable, simply click on Edit. Then, just scroll down until you find Non-Marketing Contact. Select Show all fields, hit Save Changes, and you'll now only see contacts that fall into the category of "non-marketers."

You can view more options within this section by selecting other types of lead sources. For example, if you go back to the Contact Source menu, you can decide which of the following categories you'd like to show up in your main contact screen: Leads generated through social media, leads generated via email, leads generated directly from website visitors, etc.

How do you tell if a contact is a marketing contact in HubSpot?

The easiest way to spot a potential marketing contact is by sorting out which companies' accounts you've worked with most recently. In general, businesses tend to rely heavily upon third party providers such as ConstantContact, MailChimp, Marketo, and others to handle their customer relationship management needs. The ones we work with typically provide detailed reports regarding lead generation performance, so we often get a better idea of our own success rate based off of these types of metrics.

We recommend setting your filters to display only leads coming from specific domains. Here's where things start getting tricky. Many business owners mistakenly believe that any company whose domain name ends in ".com," regardless of whether they actually operate a physical store location, would qualify as a retail outlet. That couldn't be farther from the truth! A lot goes into being labeled as a retailer versus a brand. Companies like Apple, Target, Home Depot, Kohl’s, Macy’s, Adidas, and many others are retailers while some brands just market themselves online without ever opening a single brick-and-mortar storefront anywhere in the world. So it's always good practice to double-check before deleting anyone from your list. Even if they were incorrectly tagged initially.

Another easy way to separate marketers from everyone else is to sort by date created rather than last activity. We usually won't see calls made after 9am unless we've been doing a ton of outreach overnight. And even if we had been calling multiple hours per day over the weekend, we wouldn't see anything from Monday morning until around 2pm due to call center scheduling rules. It's much easier to identify actual sales reps once you remove the noise.

Once you've done that, you might notice that you still have quite a few folks left—some of whom may appear to be very active. Well, don't worry about them yet! They could easily fit into another category depending on the nature of your business. First, let's take a closer look at those individuals who haven't logged a call in days. These are probably prospects who reached out to us via LinkedIn or emailed us because we happen to share common memberships in several different organizations. Or maybe they found our blog post from months ago and decided to give us a shoutout. Regardless, you can quickly add these leads to the Services section. Just navigate to their profile page, locate the More button underneath their photo, and choose Add To Service Center. When you create campaigns later, you can also tag them accordingly. As far as identifying yourself as a service provider, this becomes trickier since sometimes we end up creating new profiles specifically for a particular job posting. But generally speaking, if you think about it, you'll likely come across situations in which you'd have no problem labeling someone as a prospect instead of a current account holder.

But what happens if you accidentally delete someone? Don't fret too much. Simply open up your Unsubscribe page, enter the person's ID number (which you can find by hovering over their picture), and press Submit. Once again, you'll be notified when you receive future emails related to this individual, so you'll never miss out on valuable information.

Can you send emails to non-marketing contacts in HubSpot?

Absolutely! Although HubSpot has its limitations that prevent users from sending bulk emails to inactive subscribers, we do offer a feature called Email Scheduling that lets you schedule follow-up messages to contacts that have historically shown little interest in receiving updates from your organization. One thing worth mentioning is that if a contact opted out of promotional communications prior to joining your mailing list, HubSpot does not allow you to reschedule any subsequent emails that you sent to them.

In addition, if a subscriber unsubscribes from your newsletter, HubSpot doesn't automatically block them from receiving further correspondence. Instead, you must manually disable their ability to receive newsletters altogether. Luckily though, if the user was previously added to your services tab, you can adjust their settings to mark them as inactive instead of deleted. Doing so will eliminate them from appearing in your lists whenever you run a report looking for bad actors.

HubSpot offers two methods for disabling inactive subscribers. Either method requires navigating to the Subscribers page located under Contacts & Accounts. Click on the three dots to expand your navigation panel, right above the table listing your subscribers. Choose the second option labelled Disable account. Alternatively, you can perform both actions simultaneously by choosing the first option listed below the table. Both approaches result in identical outcomes. Now, don't forget that you can edit your email templates to accommodate additional steps necessary for blocking inactive subscribers. For instance, you can instruct your team to confirm receipt of a message before marking it as read.



How do I change my marketing status on HubSpot?

To access your marketing settings within HubSpot, head over to the Contacts & Lists menu. Within the resulting submenu, select Your List. Next, hover over your preferred primary contact group and choose View Details. On the resulting popup window, you'll see a box titled Update Status. Beneath it, you'll see a dropdown menu entitled Change Group... that contains every possible selection except All Groups. By default, it displays Other Businesses. Once changed, you'll see various popups throughout your workspace reminding you of your updated designation.

It's crucial to note that changing your marketing status does not affect your overall billing plan. What it means is that HubSpot won't charge you extra money for having a larger allotment of billable resources available to utilize. In terms of data usage, however, your marketing contacts will continue to consume the same amount of bandwidth allotted to all other contacts. Therefore, if you were already close to hitting your daily allowance, switching your designation to Marketing may push you past the threshold. Conversely, if you have plenty of space remaining, making changes to your marketing contact classification should pose no issue whatsoever.

How do I filter marketing contacts in HubSpot?

Within HubSpot, you can assign contacts to numerous groups. While doing so is helpful for keeping tabs on your entire database, it obviously isn't ideal when trying to determine which subsets of leads should remain billable. Because HubSpot bills according to tiers, filtering out non-billed contacts helps ensure that your budget stays intact. After all, you don't want to spend precious time nurturing leads that ultimately fail to convert.

While editing a campaign, you can designate a lead as unassigned by going to Campaign Design " Actions and Filters. Scroll down until you reach Step 4. There you'll see a field marked Filter Results, followed by an empty blue circle. Hit Set Custom Criteria and then Create New Criterion. Name your criteria whatever makes sense to you. Make sure to enable the radio buttons beside Include Only True Matches and Exclude Duplicates. Finally, pick a column to serve as your criterion. If you chose Date Created, you can choose Last Activity. Otherwise, feel free to go wild.

Now that you've selected everything you wish to consider, simply hit Apply Filter and save changes. Later on during creation of a campaign, you can tap on Conditions and drag whichever rows you deem irrelevant to wherever applicable. Lastly, remember that you cannot apply custom filters retroactively. Any edits you intend to implement must be completed beforehand.

When you start using the Contact Management tool that comes bundled into every HubSpot license, it's easy to think that all of your contacts are billable. After all, why would anyone want to have a salesperson or service professional on their team who isn't already working for them? The truth is that some people should be considered "marketing" and others shouldn't. Let's take a look at what this means in HubSpot.

With this guide, we'll cover two questions: How do I tell which category someone falls under in HubSpot? And secondly, how do I change those settings so that they're correctly categorized as either Marketing or Non-Marketing? Once you've got these down, you won't need much else!

What does marketing contact mean in HubSpot?

The first thing you need to understand about setting up marketing contacts in HubSpot is that there are four tiers depending upon whether you work primarily in services (tier 1), products (tier 2), direct mail/mail order catalogs (tier 3) or online advertising (tier 4). If you fall into any of the lower three categories, you probably don't need to worry too much about changing anything since your contacts will automatically be placed under Tier 4. However, if you're one of those folks who has an ecommerce site that sells physical goods like t-shirts, sweaters, etc., or maybe even sell digital downloads through iTunes or Amazon, you may find yourself needing to adjust where your contacts end up based on the nature of your business.

For example, let's say you run an eCommerce website selling men's dress shirts. In this case, you'd likely be looking at putting your marketing contacts into tier 2 instead of tier 1 because most of them wouldn't really be able to help out with any sort of technical support issues that might arise. Instead, they could be used to send emails to potential customers asking them to buy more shirts once they see something cool enough to make them interested in purchasing it.

If you were only selling items via email, you could also put them straight into tier 3 without having to move them around too much. This way, when you create new campaigns later on, you can just select "Tier 3 - Mail Order Catalog Contacts." They'll appear underneath that option in the dropdown menu. For our purposes here though, we're going to stick with tier 1 for everyone since we aren't dealing with any other types of businesses right now. That said, you'll still learn how to filter out certain kinds of leads later.

Once you've sorted everything out however, your next task becomes figuring out exactly what kind of lead each person on your list needs to become part of your marketing group. To do this, click on "Contacts," and then choose "Manage All Contacts" from the top navigation bar. Then go down to the bottom of the screen and choose "Create New Campaigns." From there, you can give each individual member of your team his own campaign by selecting him or her individually. Just remember to add them all together before moving onto step two.

Now that you've created separate campaigns for each of your members, you're ready to actually assign them to different tiers within HubSpot. Click on "Campaigns" again while you're in Manage All Contacts mode. On the left side, you'll see tabs labeled "Lead Tiers" and "Organic Traffic Tiers". Underneath each tab, you'll see options that allow you to drag and drop contacts to specific tiers. As mentioned earlier, if your clients fit into Tier 1, you can leave them alone and they'll remain in place. When you get to Tier 2, try dragging somebody over from Tier 1 and watch what happens. It'll prompt you to ask if you want to merge them into another client's campaign. Do that until you've gotten everybody moved over properly.

You can also manually enter contacts into the correct position by clicking on the name. You can then type a description to further differentiate between the various tiers. Remember, you can always edit this information whenever you feel necessary. Finally, if you ever decide to delete a particular contact entirely, hit the trash icon below the entry field for that individual. Now, when you come back to the Lead Tiers section, he or she will no longer show up anywhere near Tier 1.

In addition to assigning contacts to different tiers, you can also split up existing ones. Say you have multiple accounts for a single company. Maybe you manage several websites, all of which share the same customer base. Or perhaps you have a bunch of employees doing different jobs for the same organization. Either way, if you want to break up your entire contact list into groups, you can do so easily. Go to "Lead Groups" in the upper right corner of the page, and you'll see a box pop up letting you pick whatever criteria you want. We chose "Client Type," but you can opt for things such as job title, department, region, industry, etc. Hit Create Group and you'll be taken back directly to that area of the main dashboard. There, you'll see all of the individuals whose contact info matches whatever parameters you entered previously. Select whichever ones you wish to separate, and you'll have your groups listed along the top of the window.

Finally, if you simply want to rename a given contact, head back to the previous section of the Manage All Contacts page and mouse over the name of anybody you want changed. A little blue arrow will appear on the right side of the field, allowing you to pull up the renaming dialog. Enter your preferred label, and voila! Your contact will instantly reflect the new moniker. Note that you cannot change a contact's actual profile picture, however, unless you pay extra for premium account access.

How do I change from non marketing to market in HubSpot?

So far, we've covered both sides of the coin. But what if you realize after creating your campaigns that you made a mistake somewhere along the line, and you want to switch a given contact's status from "Non-Market" to "Market"? Fortunately, this process is pretty straightforward.

First off, open up the appropriate campaign for the contact in question. Then scroll down to the very last column on the table containing your entries and you'll see a button labeled "Edit Details." Click on it. Next, you'll see a popup telling you that you must refresh the data source associated with the campaign. Choose OK.

Afterwards, you can begin editing the details for whoever you want to convert. Simply double-click the highlighted text, add any additional detail you deem relevant, and press Save Changes. Once you've done that, close the popup and navigate away from the current campaign. Head back to the Lead Tiers panel, and you'll notice that the names of the contacts you edited now display green backgrounds. This indicates that they've been converted successfully. Refresh the webpages associated with the campaigns, and you're good to go!

HubSpot makes it super simple to perform these sorts of conversions, so keep that in mind if you happen to mess anything up. Also note that you can view all of your past changes by navigating to the History link located in the upper righthand corner of the screen. You can revert to older versions at any time, making sure nothing bad gets lost in translation.

How do I change status marketing contact in HubSpot?

This method works nearly identically to the above scenario except for one major difference. Unlike converting contacts from one tier to another, you're switching their tier designation within the same campaign itself. So long as you're careful, you shouldn't encounter any problems whatsoever. Here's what you'll need to do:

Click on the name of the contact you want to modify. The little blue arrow that appears on the right side of the field will turn red, indicating that you can edit its properties. Double-click the text inside of the address field to bring up a small popup.

Next, check the box beside the words "Marketing Contact" to activate that feature. Be aware that you can only do this for one person per campaign at a time. Once you've selected that option, you'll be prompted to save changes. Press Yes.

Then, repeat steps one and two again for the second individual you want to convert. Make sure to follow the exact same procedure for the third one as well.

Lastly, return to the original campaign page and locate the "Change Client Type" header on the far right side. Beneath it, you'll see a row called "All Clients." Check the boxes beside the clients you've altered, and then choose Update.

That's it! Both sets of contacts should now be appropriately classified as either marketing or non-marketing. Refreshing the pages associated with their respective campaigns will ensure that they stay updated accordingly.

How do I upload non-marketing contacts to HubSpot?

If you're using HubSpot's CRM platform, it becomes confusing when someone sends you an email that says "Marketing". Is this person actually trying to sell me something? How do I know for sure? And what does setting these contacts mean?

Let’s address the question about whether or not someone who has sent you an email on behalf of their company should be considered a Marketing Contact.

In order to answer this, we need to take a look at some basic definitions. First up, let's talk about Billing and Non-billable Contacts.

HubSpot defines billing contacts as those people who are looking to buy products or services from you (or anyone else). This includes salespeople, account managers, marketers, etc. These types of contacts won't get added to your billable contact tier limits because you shouldn't be charging them hourly rates. Instead, charge based upon price per lead/sale.

Non-billing contacts are everyone else. They include leads who want information only, customers who don't wish to receive follow ups, free trials, etc. The reason why non-billing contacts aren't charged by the hour like billing contacts is because there isn't any expectation of future revenue from the interaction.  You may even have multiple tiers of support depending on how much money they spend with you. For example, a $5 customer might pay a higher monthly fee than a $50 customer. In both cases, they would still fall into the same category—non-billable.

Now that we've got our terminology straight, here comes the fun part! Let's explore how you can tell if someone is a marketing contact or a regular (or normal) business contact. We'll also discuss how to set your own contacts so that you can start sending emails directly through HubSpot.

Since we already determined that the person(s) who emailed you were likely a marketing contact, let's begin by taking a closer look at how you can identify one within HubSpot.

How many marketing contacts can I have in HubSpot?

The first thing you need to understand is exactly what counts as a marketing contact. Your team needs to decide this together since every organization sets its own rules. If you work in finance, banking, healthcare, retail, real estate, technology, manufacturing, media, construction, hospitality, education, energy, transportation, entertainment, government agencies, etc., you probably all have different policies. But generally speaking, here's what most organizations consider a marketing contact:

Any employee whose primary job responsibility is to generate new prospects via advertising, promotions, public relations, direct mailings, telemarketing, eNewsletter subscriptions, social media outreach, trade show attendance, webinars, teleseminars, live events, etc.

Anyone who works in PR, communications, public affairs, brand management, content creation, event planning, fundraising efforts, community development, crisis response, sponsorship relationships, charity drives, membership drive, product launches, press releases, news stories, etc.

People working in social media marketing, digital marketing, SEO, SEM, reputation management, affiliate programs, online surveys, promotional contests, referral programs, search engine optimization, search engine marketing, data mining, website traffic analysis, viral campaigns, newsletter publishing, blog posting, article writing, bookkeeping, client acquisition, etc.

Someone running a Facebook page or Twitter feed, creating YouTube videos, Instagram posts, Pinterest pins, Snapchat geofilters, LinkedIn ads, Google AdWords ads, Reddit comments, TikTok accounts, forum participation, commenting on blogs, podcast episodes, guest blogging, etc.

A marketer who creates a mailing list for his clients' newsletters, a designer who designs landing pages for potential buyers, an accountant who prepares proposals for investors, an executive assistant who handles important documents, a web developer who builds websites, a graphic artist who draws logos, a writer who writes copy for pitches, an attorney who drafts contracts, a personal trainer who runs group fitness classes, a receptionist who answers calls, a recruiter who searches resumes, a project manager who plans out projects, a researcher who finds statistics, a student intern who transcribes meetings, a bartender who makes drinks, a lawyer who negotiates deals, an engineer who analyzes code, etc.

An influencer who markets brands to others, an advocate who promotes products or services, a blogger who shares opinions, a vlogger who uploads video clips, a podcaster who interviews guests, an author who publishes books, a speaker who delivers speeches, a consultant who gives advice, a CEO who acts as spokesperson, a reporter who covers breaking news, a journalist who writes articles, a teacher who teaches lessons, a professor who lectures, etc.

So now you understand how to spot marketing contacts in HubSpot. Next step: figuring out how to create new ones.

How do I send an email to a contact in HubSpot?

Once you've identified a contact as a marketing contact, you'll want to add them to your marketing contacts section. To create a new communication with a marketing contact, open up the conversation and select Create New Communication from the top navigation menu. Then choose Email Template from under Content Types & Templates.

From here, enter a title in the Subject line box. Enter the body text of your message in the Message field. Choose Add Attachment if you'd like to attach another file to go along with your email. Finally, click Save & Continue Editing. Fill in the necessary fields such as Name, Company, Phone number, etc. Once everything looks good, hit Send Now. That's it!

It's worth noting that you cannot send messages to marketing contacts without adding them yourself. However, HubSpot recommends doing this anyway since it helps keep track of where each individual contact came from. So feel free to skip over this step if you prefer.



How do I send an email directly from HubSpot?

This option allows you to send messages straight from HubSpot itself instead of having to log into Gmail. It also means that if you ever leave HubSpot, your existing contacts will continue to remain intact. Here's how to access it:

Click on More " Settings " General Options. From here, check the box next to Allow External Emails. Hit OK.

When you make changes to your settings later, just head back to Settings " General Options and uncheck the box next to Allow External Emails again. Otherwise, you'll miss out on receiving notifications whenever someone replies to your email, which could help speed up workflow.

What is marketing contacts in HubSpot?

We mentioned earlier that HubSpot determines marketing contacts according to how someone views their role in the company. A marketing contact might be someone who doesn't interact with customers personally but rather oversees other employees who handle interactions between the two parties. Or maybe they coordinate pitch decks or call scripts. Either way, they're integral parts of the process.

Setting marketing contacts also ensures that you can communicate more effectively with individuals who provide resources to your team. Whether it's getting feedback on a proposal or requesting quotes for a service, effective communication takes place when everyone involved knows how to reach certain goals together.

That said, HubSpot offers plenty of useful features that allow you to manage marketing contacts regardless of what type of relationship you share with them. With advanced filters, sorting options, customizable templates, and integrations, you'll always be able to find what you're looking for.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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