How to Create a Salesforce Inclusion List in HubSpot
Setting up a Salesforce inclusion list in HubSpot ensures that only the right contacts sync from your marketing database into Salesforce, helping both platforms stay clean, aligned, and focused on sales-ready leads.
This step-by-step guide explains how the inclusion list works, how to configure it, and what to consider when building filters so your integration runs smoothly.
What a Salesforce Inclusion List in HubSpot Does
The Salesforce inclusion list in HubSpot is a special active list used by the Salesforce integration. Only contacts that appear in this list are eligible to sync to Salesforce, unless they were already created in Salesforce and later pulled into HubSpot through the integration.
Key behaviors to understand:
- Contacts on the list: can sync from HubSpot to Salesforce.
- Contacts off the list: will not sync from HubSpot to Salesforce.
- Contacts created first in Salesforce: can sync to HubSpot even if they are not on the inclusion list.
By carefully defining this list, you control which contacts move from HubSpot into Salesforce, so sales teams only see relevant records.
Before You Configure the HubSpot Inclusion List
Before you create or update the inclusion list in HubSpot, plan your criteria with both marketing and sales teams. Alignment here avoids clutter and sync errors later.
Questions to Ask Your Team
- Which lifecycle stages should sync to Salesforce?
- Do we want to sync only contacts with a specific lead source?
- Should contacts without an email address sync?
- Are there regions, industries, or segments that should be excluded?
Translating these answers into list filters in HubSpot will make the Salesforce inclusion list more effective.
How to Create or Edit the Salesforce Inclusion List in HubSpot
Only users with the correct account permissions can modify the Salesforce inclusion list in HubSpot. If you do not see the relevant options, contact your account administrator.
Step 1: Open the Salesforce Integration Settings in HubSpot
- Log into your HubSpot account.
- In the main navigation, go to Settings.
- Navigate to the Salesforce integration settings page. You can also reference the official HubSpot documentation at this Salesforce inclusion list guide for screenshots and integration details.
Step 2: Select the Inclusion List
- Within the Salesforce integration settings, locate the section labeled Sync Settings or similar, depending on your integration version.
- Find the option for Salesforce inclusion list.
- Use the dropdown menu to select an existing active contact list in HubSpot that you want to designate as the inclusion list.
If no suitable list exists yet, you will need to create one in the lists tool and then return to select it.
Step 3: Create an Active List in HubSpot (If Needed)
- In the main navigation, go to Contacts > Lists.
- Click Create list.
- Select Active list so contacts are automatically added or removed as they meet the criteria.
- Give the list a clear name such as Salesforce Inclusion List so other HubSpot users recognize its purpose.
- Click Next or proceed to configure filters.
Once saved, this active list can be designated as the Salesforce inclusion list within the integration settings.
Building Effective Filters for Your HubSpot Inclusion List
The filters you define in HubSpot determine which contacts appear in the Salesforce inclusion list. Thoughtful configuration prevents unnecessary records from syncing.
Common Filter Criteria in HubSpot
Consider combining some of the following criteria:
- Lifecycle stage: include only Marketing Qualified Leads or Sales Qualified Leads.
- Lead status: require a specific status indicating sales readiness.
- Email: include only contacts that have a known email address.
- Country or region: include only contacts in regions supported by your sales team.
- Opt-in or consent: include only contacts that have given appropriate communication consent.
Within the HubSpot lists tool, add one or more filter groups and refine the conditions using AND/OR logic to match your process.
Example: Simple HubSpot Inclusion List Criteria
A basic configuration could look like this:
- Lifecycle stage is any of: Marketing Qualified Lead, Sales Qualified Lead
- AND Email is known
This ensures that only qualified, contactable leads sync from HubSpot to Salesforce.
How the HubSpot Inclusion List Affects Sync Behavior
Once the Salesforce inclusion list is set in HubSpot, sync behavior changes in these ways:
- New contacts created in HubSpot must meet the list criteria before they sync to Salesforce.
- Existing synced contacts remain connected, even if they leave the inclusion list, depending on your specific integration settings.
- Contacts originating in Salesforce can still create records in HubSpot, even if they are not on the inclusion list.
Always test your criteria by reviewing a sample of contacts in the list and confirming they match your expected Salesforce audience.
Best Practices for Managing HubSpot and Salesforce Lists
After configuring the inclusion list, continue to monitor and refine your setup in HubSpot to keep your Salesforce database aligned with marketing activity.
Ongoing Management Tips
- Review the inclusion list membership regularly to ensure contacts match your sales-ready definition.
- Update filters when your lead qualification model or lifecycle definitions evolve.
- Collaborate with sales operations so both HubSpot and Salesforce fields stay aligned.
- Audit sync errors in the integration settings to catch field mapping or permission issues early.
For organizations seeking more advanced strategy support, you can consult external experts, such as the team at Consultevo, to review your overall CRM and marketing automation setup.
Summary: Keeping HubSpot and Salesforce in Sync
The Salesforce inclusion list in HubSpot is a powerful control point for managing which contacts sync between your marketing and sales platforms. By creating a targeted active list, selecting it in the integration settings, and regularly refining your filters, you maintain clean data, reduce noise in Salesforce, and ensure sales teams focus on the most relevant leads.
As your processes evolve, revisit your HubSpot list criteria and integration configuration so both systems continue to support your revenue operations efficiently.
Need Help With Hubspot?
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