Why is this hack helpful?
Receiving auto-responses indicating that a contact has left their company can clutter your database and lead to wasted email sends. While HubSpot doesn’t have a native feature to automatically detect and opt out these contacts, you can create a simple system to manage them efficiently.
This HubSpot hack will show you how to track, unsubscribe, and exclude these contacts from future email campaigns with minimal manual effort.
Steps to Set It Up
1. Create a "Left Company" Property
- Go to Settings > Properties > Create a New Property
- Object type: Contact
- Group: Choose a relevant group (e.g., "Contact Information").
- Label: Name the property something like "Left Company".
- Field type: Dropdown select with options like "Yes" and "No".
This property will allow you to track contacts who have left their company.
2. Manually Mark and Unsubscribe Contacts
- Review Auto-Responses
- When you receive an auto-reply indicating that a contact has left their company, open their contact record in HubSpot.
- Update the "Left Company" Property
- Set the Left Company property to "Yes".
- Unsubscribe the Contact
- Opt the contact out of email communication by marking them as unsubscribed.
3. Create a List to Exclude These Contacts
- Go to Contacts > Lists > Create a new Active List
- Filter contacts where Left Company = Yes.
- Save the List
This list will dynamically update as you mark more contacts with the "Left Company" property.
4. Exclude the List from Future Email Campaigns
- When Sending Emails
- In the email editor, go to the Recipients section.
- Under Don’t send to, select the "Left Company Contacts" list.
- In Workflows
- Add a suppression rule to exclude contacts in the "Left Company Contacts" list from workflow enrolment.
Wrapping Up
While this process isn’t fully automated, it provides a structured way to manage contacts who have left their company. By creating a custom property, maintaining an active list, and excluding these contacts from future sends, you can keep your database clean and improve your email deliverability.
This simple HubSpot Hack ensures you’re not wasting resources on contacts who are no longer relevant, while also keeping your campaigns focused on the right audience.