How to Create a Sample From a List in Hubspot

Managing large contact databases in Hubspot is easier when you work with smaller, controlled samples. By creating a sample from an existing list, you can safely test email performance, workflows, and other marketing experiments without involving your entire audience.

This guide explains, step by step, how to generate, customize, and manage list samples so you stay in control of your data and campaigns.

Why Use List Samples in Hubspot

Before learning the exact steps, it helps to understand why list sampling is valuable in Hubspot.

Common reasons to create a list sample include:

• Testing new email templates or content on a smaller group.
• Comparing performance of A/B or multivariate campaigns.
• Reducing risk before rolling out changes to your full database.
• Creating pilot groups for new workflows or nurturing sequences.
• Building controlled data sets for reporting and analysis.

All of this can be done without exporting data, because the feature is built directly into the lists tool.

Where List Sampling Lives in Hubspot

List sampling is available directly inside the contact lists interface. You must start with an existing list, which can be either active or static. From there, you generate one or more samples as new lists based on your chosen criteria.

To see the original documentation, review the official article on the Hubspot knowledge base.

Prepare Your List Before Sampling in Hubspot

Sampling works best when your source list is clean and clearly defined. Before you start, review these preparation steps:

• Confirm that all contacts in the list meet your targeting criteria.
• Remove hard bounces and unsubscribes from the source list if needed.
• Ensure that any segmentation properties you care about are up to date.
• Decide whether you want a percentage-based sample or an exact contact count.

Once the source list is ready, you can create one or more samples that reflect your testing strategy.

Step-by-Step: Create a Sample From a List in Hubspot

Follow these numbered steps to generate a sample list from an existing list inside your account.

1. Open the Lists Tool in Hubspot

1. In your main navigation, go to your contacts area.
2. Open the Lists tool, where all existing lists are stored.

You will see both active and static lists that you can use as the base for your sample.

2. Select the Source List

1. Find the list that will act as your source.
2. Click the list name to open its details.

This list defines the population from which your sample will be drawn. Make sure it includes only contacts you want to potentially appear in your new sample list.

3. Access the Sample Creation Option in Hubspot

1. Within the list view, look for the More or overflow menu in the top-right area of the list header.
2. Click the menu and select the option to create a sample from the list.

This opens the sampling panel or dialog, where you configure how large the sample should be and how many separate samples you need.

4. Configure Your Sample Size and Count

In the sampling interface, you usually have two main choices:

• Sample size by percentage – Choose what percentage of the source list you want to include in your sample.
• Sample size by contact count – Enter a specific number of contacts to pull from the source list, if available in your portal.

Next, set how many separate sample lists you want to create. For example:

• Single sample – Use this when you only need one test group.
• Multiple samples – Use this when you want equally sized groups for A/B or multigroup testing.

Hubspot will automatically divide the selected population into the specified number of evenly distributed sample lists, based on your configuration.

5. Name Your New Sample Lists

For clarity and reporting, use descriptive names. Examples:

• Q2 Newsletter Test – Sample A
• Q2 Newsletter Test – Sample B
• Onboarding Workflow Pilot – 10% Sample

Clear naming makes it easier to filter in the lists tool and to interpret results in your reports and dashboards.

6. Create the Sample Lists in Hubspot

1. Review the summary of how many contacts will be included in each sample.
2. Confirm and create the sample lists.

New sample lists will appear in your list index. They behave like standard lists, so you can use them anywhere you normally select a list.

Using Your New Sample Lists in Hubspot

Once your sample lists are created, you can plug them into different tools across the platform. Typical use cases include:

• Email marketing – Send campaign drafts to only the sample group.
• Workflows – Enroll sample contacts into new automated journeys for testing.
• Ads audiences – Use a small group for initial ad targeting to validate performance.
• Reports – Compare engagement from the sample versus the rest of the original list.

This process helps you validate ideas and avoid major mistakes in full-scale sends.

Best Practices for List Sampling in Hubspot

To get reliable results and protect your database quality, keep these best practices in mind.

Choose the Right Sample Size

The sample should be large enough to give statistically meaningful results, but small enough to limit risk. Consider factors like:

• Overall size of the original list.
• Expected response rate.
• Sensitivity of the message or offer.

Start conservatively, then scale up when you are confident in the performance.

Keep Samples Mutually Exclusive

When creating multiple samples from one list for testing, ensure that contacts do not appear in more than one sample group. The sampling process in the lists tool is designed to distribute contacts evenly, which supports clean A/B or multigroup tests.

Document Your Sampling Strategy

Track what each sample is used for so you can interpret results correctly. Useful documentation details include:

• Which source list was used.
• Criteria for the original list.
• Sample size, number of segments, and naming conventions.
• Associated emails, workflows, or campaigns.

Consistent documentation is especially important when multiple team members work inside the same account.

Common Questions About Hubspot List Samples

Do Sample Lists Stay in Sync With the Original List?

Samples are created from a specific snapshot of the original list at the time of sampling. New contacts added later to the source list will not automatically appear in existing samples. If you need fresh samples, repeat the process on the updated list.

Can I Edit or Delete a Sample List?

Sample lists behave like normal lists in your account. You can rename, use, or delete them as needed. Deleting a sample list does not delete the underlying contacts; it only removes the list container.

Will Sampling Affect My Original Hubspot List?

No. The source list remains unchanged. Sampling simply creates new lists based on the selected portion of that source.

Improving Your Overall Hubspot Strategy

List sampling is just one component of a broader optimization approach. To get more value from your CRM and marketing automation setup, pair this tactic with strong segmentation, testing, and reporting practices.

If you need tailored support for setup, data structure, or ongoing optimization, you can explore consulting options from specialists at Consultevo, who focus on scalable CRM and marketing systems.

By mastering list sampling and related tools, you can make smarter decisions, protect your audience experience, and run more effective campaigns across your entire environment.

Need Help With Hubspot?

If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.

Scale Hubspot

“`