topic How to identify inactive contacts in Tips, Tricks & Best Practices

How to identify inactive contacts

mzebib68 — Thu, 07 Jul 2022 17:24:22 GMT

Hi,

I'm pretty sure a couple of you have already tried this excerice buut how to identify in list people have no marketing activities & no sales activities since a specific date.... for example 2 years to check our compliance with GDPR.

Thanks for your help

Michael

Re: How to identify inactive contacts

danmoyle — Thu, 07 Jul 2022 20:34:49 GMT

Hi @mzebib68. If you start with this list (it can be a static list if you want to see this just once) with a filter of Contact Properties = Recent sales email open date is before [date 2 years ago] like this:

From there. I'd add other "or" groups and sift through the different activity properties, contact properties, et al to find what you need. This should build you a good list.

One note: Apple's privacy features may affect what you're building.

Re: How to identify inactive contacts

karstenkoehler — Fri, 08 Jul 2022 05:18:07 GMT

Hi @mzebib68,

The properties I would use for this are:

Recent conversion date: the date the contact last submitted a form.
Time last seen: the last time and date the contact has viewed a page on your website. This is automatically set by HubSpot for each contact.
Last marketing email open date: the date of the most recent email open for any marketing email.
Recent sales email open date: the date of the last time that the contact opened a sales email. This property does not update for emails that were sent to more than one contact.
Last contacted: the last date and time a chat conversation, call, sales email, or meeting was logged for the contact. This is set automatically by HubSpot based on the latest date of the activities in the record. For example, the Last contacted property in the record will show yesterday's date when a user logs a call that occurred the day before.

For the last two, it depends on whether you only want to take into account activity by the contact or whether a contact has been worked by sales.

If you're creating a deletion list, you would have to chain these with the AND operator (Recent conversion date is before 2022/01/01 and Time last seen is before 2022/01/01 and...).

Hope this helps!

Re: How to identify inactive contacts

mzebib68 — Fri, 08 Jul 2022 14:27:26 GMT

thanks for your inputs @karstenkoehler & @danmoyle.

I'll try to segment my DB folling your suggestions, I'll come back to you with my feedback.

Re: How to identify inactive contacts

ArnaudA — Fri, 17 May 2024 07:56:19 GMT

Hi @karstenkoehler ,

Thanks for your really helpful solution. I'm digging up this topic as I am currently investigating the exact same need few years after, and have several questions:

All your 5 above criterias needs to be validated if we chain them with an AND operator right?
Besides, if a contact has no value for any of those 5 criterias, he will never be added to the list?

Regards,

Arnaud

Re: How to identify inactive contacts

AKolb — Thu, 01 Aug 2024 14:03:43 GMT

Honestly, I would go for:

Recent conversion date is more than 730 days ago AND
Time last seen is more than 730 days ago AND
Last contacted is more than 730 days ago

For the 2 year option. Otherwise, your list expires over time...
Finally, I would leave out the open date because if it is not tracked, it can lead to problems (and the warning says it's not always tracked).