putting contacts into categories/ users

[quiggdavid1406]

I am wondering if anyone has any advice on the best way to organise our contacts. 

we currently have our own accounts for our contacts and another account that we have called 'go fish' that we can cold call from. Is this the best way to do this or is there another way. 

We now want a category for Do not contact (but dont want to delete incase it gets added back on and contacted again), we potentially want a few other categories as well

Is it best to create fake users and use them to manage data or does anyone else do this a different way.

Thanks 

[AdamLPW · Accepted solution]

Hi @quiggdavid1406,

Sounds like you're after record ownership, see this link.  Rather than contact categories, this would allow you to assign contacts to individual users and/or nobody.  I'd recommend combining this with Lifecycle Stages. 

For example: you could filter contacts to show all those with "Contact Owner = none and Lifecycle Stage = Marketing Qualified Lead" and use that as the "Go fish" pool.  Alternatively, you could achieve something similar using an Active List.

Hope this helps.

[karstenkoehler · Accepted solution]

Hi @quiggdavid1406,

Generally, I wouldn't recommend working with multiple HubSpot portals or fake user accounts. HubSpot is built in a way that works best when you're using one portal per company with each actual person having their own user login. With multiple portals, you have to synchronize data and there's always the risk that consent (or the lack thereof) is not up to date in of the portals. Let's say a user unsubscribed in one portal, that information would not be available in another portal and the contact might still receive emails.

If you want to label contacts as "Do not contact", you could do that with a custom property or with the existing Lead status property. In any case, you could place this property in the left sidebar of the contact for easy access.

Generally, properties are the best way to categorize your contacts.

Let me know if you have any follow-up questions!

[AdamLPW · Accepted solution]

Hi @quiggdavid1406,

Sounds like you're after record ownership, see this link.  Rather than contact categories, this would allow you to assign contacts to individual users and/or nobody.  I'd recommend combining this with Lifecycle Stages. 

For example: you could filter contacts to show all those with "Contact Owner = none and Lifecycle Stage = Marketing Qualified Lead" and use that as the "Go fish" pool.  Alternatively, you could achieve something similar using an Active List.

Hope this helps.