Filter Contacts with Tracked Emails in HubSpot: A Guide

Tracking email interactions is crucial for effective marketing campaigns, and HubSpot's CRM platform offers powerful tools to filter contacts based on their engagement with your tracked emails. In this step-by-step guide, we'll walk you through the process of setting up email tracking, accessing tracked email data, and filtering contacts to create targeted campaigns that drive results. By the end of this guide, you'll have a solid understanding of how to leverage HubSpot's email tracking features to optimize your marketing efforts.

Setting Up Email Tracking in HubSpot

To get started with email tracking in HubSpot, you'll need to take a few initial steps to enable this feature within the CRM platform. Here's how to configure your email settings to ensure that all sent emails are automatically tracked:

1. In your HubSpot account, navigate to the settings icon in the main navigation bar.
2. Click on "Sales" in the left sidebar, then select "Email tracking."
3. Toggle the "Track email opens and clicks" switch to the "On" position.
4. Customize your email tracking settings, such as choosing whether to track opens, clicks, or both, and whether to include a tracking notice in your emails.
5. Save your settings to apply the changes.

By default, HubSpot will now track all emails sent from connected email accounts or through the CRM. This allows you to gain valuable insights into how your contacts engage with your messages.

Accessing Tracked Email Data

Once you have email tracking set up in HubSpot, you can access and interpret the data received from your tracked emails. This data includes valuable insights such as open rates and click-through rates.

To view your email interaction statistics, navigate to the "Sales" dropdown menu in the main navigation bar and select "Activity." Here, you'll find a comprehensive overview of your tracked email data.

In the activity feed, you can see which contacts have opened your emails and when, as well as any links they've clicked within the email. This information can help you gauge the effectiveness of your email campaigns and identify engaged contacts.

Additionally, you can access more detailed email analytics by navigating to the "Reports" dropdown menu and selecting "Sales Content Analytics." This report provides a breakdown of your email performance, including total sends, opens, clicks, and more.

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Filtering Contacts Based on Email Interactions

HubSpot allows you to create filters to sort contacts who have engaged with your tracked emails. This enables you to segment your contacts based on their email interactions, such as opens and clicks.

To filter contacts based on email interactions, follow these steps:

1. Navigate to the "Contacts" tab in your HubSpot account.
2. Click on "Create filter" to start building your custom filter.
3. In the filter criteria, select "Contact property" and choose the appropriate email interaction property, such as "Last marketing email open date" or "Marketing emails clicked."
4. Set the desired condition for the property, such as "is known" or "is greater than."
5. If needed, add additional filter criteria to refine your segmentation further.
6. Click "Apply filter" to view the list of contacts that match your specified criteria.

You can save your filter for future use by clicking "Save" and giving it a descriptive name. This allows you to quickly access and manage your segmented lists based on email interactions.

By leveraging HubSpot's filtering options, you can effectively segment your contacts based on their engagement with your tracked emails, enabling targeted follow-up and personalized marketing efforts.

Utilizing Filtered Contacts for Targeted Campaigns

Once you have filtered your contacts based on their email interactions, you can leverage these segmented lists to create targeted email marketing campaigns and personalized follow-up communications. Here are some strategies to consider:

1. Create targeted email campaigns: Use your filtered contact lists to develop email campaigns that speak directly to the interests and behaviors of each segment. For example, send a specific offer or resource to contacts who clicked on a particular link in a previous email template.
2. Personalize follow-up communications: Tailor your follow-up messages to each contact segment based on their email engagement. For contacts who consistently open your emails, consider sending them more frequent updates or exclusive content. For those who haven't engaged recently, craft a re-engagement campaign to win back their attention.
3. Analyze and refine your approach: Monitor the performance of your targeted campaigns and compare the results to your general email marketing efforts. Use this data to continually refine your segmentation strategy and improve the effectiveness of your targeted campaigns over time.

By utilizing filtered contacts for targeted campaigns, you can:

• Improve email open and click-through rates by delivering more relevant content to each segment
• Increase conversions by presenting tailored offers and calls-to-action
• Enhance customer relationships by demonstrating an understanding of their unique interests and needs
• Maximize the impact of your email marketing efforts by focusing on the most engaged and receptive audiences

Leveraging the power of HubSpot's email tracking and filtering capabilities allows you to create highly targeted campaigns that drive better results and foster stronger connections with your contacts. Enrich your email contacts to take your campaigns to the next level.

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Filtering contacts that have been sent a tracked email in HubSpot can be a meticulous task, especially when dealing with a large volume of contacts. While the process can be executed manually following the steps provided above, automating this task using Bardeen not only saves time but also ensures accuracy and efficiency in managing your contacts. Automation examples using Bardeen's playbooks include:

1. Create a HubSpot contact from an email: This playbook automates the process of creating a new contact in HubSpot from an email, streamlining lead capture and ensuring no potential contact is missed.
2. Create a HubSpot ticket when an email is forwarded: Automate the creation of HubSpot tickets from forwarded emails, enhancing customer support and response times.
3. Automatically Create HubSpot Contact from Gmail Email: This workflow ensures that contacts are automatically added to your HubSpot CRM whenever an email is received in Gmail, optimizing your lead management process.

These automations facilitate a more streamlined workflow, allowing you to focus on building relationships and closing deals. Start automating today by downloading the Bardeen app.