Our conferences provide a pre-attendee list that is specifically a one-time use only. Any tips on how to add these contacts and then remove them afterward?
Just import them and save it as a list. Goal 1 should be trying to convert them and get them to opt in so that you can keep them and anyone who doesn’t opt you can just delete later or move them to a non-marketing contact until they convert again so you don’t lose the history.
Hi @DSKEETERS,
HubSpot doesn’t have a specific feature for one-time usage of contacts. However, you can leverage different tools to achieve this.
Generally, you want to define how exactly you’d like to use these contacts. It sounds like you have the legal basis to send them one marketing email. If you do and if these contacts are ‘lost’ to you after the campaign, then I’d recommend providing an option to them where they can submit a form, potentially confirm their email address and express their consent into receiving marketing information in the future. If they do, that would be one way to keep them.
Once you have this figured out, you would import your list as any other list, making sure that it’s named in a way that makes clear that it’s not be used for anything except this one defined use. If you’re concerned about someone accidentally emailing these contacts, you can use contact access permissions in the user permissions to make sure they’re only accessible by you.
After importing, depending on whether you have the GDPR settings enabled or not, you would update these contacts to be opted into the most suitable subscription type. With all GDPR settings enabled, you wouldn’t be able to send any email to these contacts otherwise. When doing so, make sure to add a detailed explanation into the notes field when updating the opt-status.
If you’re billed on marketing contacts, don’t forget to mark these contacts as marketing contacts.
After the email send, you would to manually delete contacts – minus the ones which converted on a form and explicitly expressed their consent to receive marketing communication. You can use the lists tool to create this deletion list.
Depending on what the campaign is about, there might also be another legal basis to keep some contacts, for example if someone reached out to sales thanks to the email send. I’d recommend aligning with your data privacy officer to figure out how to handle these types of contacts.
It’s not possible in HubSpot to filter contacts by the source of an opt-in – whether it was a bulk update after an import or whether someone checked a box in a form. Keep this in mind when you work with subscription types, especially if you’re using the same one for the marketing email as for the checkbox on the form. Otherwise you might not be able to distinguish these contacts afterwards easily.
(This post does not constitute legal advice.)
Hope this helps!