Managing the lifecycle stage of each contact in your database is essential to optimizing your processes using the HubSpot software. With the Lifecycle stage property, you can mark where contacts lie within your marketing and sales funnel. By consistently marking and updating the lifecycle stages of your contacts, you'll collect insights on your strategy such as how long it takes to close a customer or what stage/processes are resulting in a bottleneck for your business.

So how can you set lifecycle stages for contacts? Below are scenarios you might find yourself in where you would like to set or update the lifecycle stage of one or more contacts within your HubSpot account.

1. Set the Lifecycle Stage of One Specific Contact.

As an industry professional, you meet many people at different in-person conferences and networking events. Some of these individuals might be a good fit for your team’s products or services. Most likely, this person’s information will be added to your contact database manually. One item to prioritize when manually adding this new contact is setting the contact’s lifecycle stage.

Once you add the new person’s information manually in HubSpot, you will be able to navigate to their newly created contact record. Here you can view and set the contact’s lifecycle stage by navigating to the About box on the contact record, selecting View, and then View all properties. You'll then see the All Properties screen, where you can search for the contact property Lifecycle stage. Once the appropriate results are returned, you have the option of updating the lifecycle stage of this contact.


2. Set One Lifecycle Stage for One List of Contacts When First Importing Them Into HubSpot.

You may have an existing list of contacts that you might be importing from another partnering software/CRM or even a recent trade show. Based off of their addition to the external software or attendance at the trade show, your team might classify these contacts as a certain lifecycle stage in your funnel.

When importing this list of contacts into HubSpot, one step in the process will ask you to set the Lifecycle stage for contacts in this import. By selecting a value from this dropdown menu, you will be setting the lifecycle stage for the entire list of contacts.

Note: If the contacts in your import have a variety of lifecycle stages, you should instead include a Lifecycle stage field as a column in your CSV import. Each contact should have a lifecycle stage dictated in the appropriate column.

3. Set the Lifecycle Stage of a Contact When They Submit a Form.

Many businesses will incorporate chances for a contact to directly get in touch with someone at the company via forms offering choices to Request a Demo or Speak with a Sales Rep. If a contact submitted a form with that title, you would consider them a warm lead that needs to be followed up with immediately. To ensure that we are tracking this contact’s progress through your funnel, you can mark their lifecycle stage at the same time they fill out the form.

Every form has the option of adding a hidden field amongst your other questions. When building the form, you will drag the Lifecycle stage field below all of your other fields. Then select the appropriate lifecycle stage that should be set when someone fills out this particular form. Your last step is checking the box next to Make field hidden, meaning this part of the form will not be seen by the contact. After their submission is captured successfully, you should be able to view in both the submission as well as on the contact record that the lifecycle stage has been set to the value you set within the form.

Note: The Lifecycle stage property is not designed to move backwards in the funnel, meaning a contact cannot take on a lifecycle stage only to move backwards in the funnel to an earlier lifecycle stage. For example, if a form has a hidden field to set the lifecycle stage to Marketing Qualified Lead, but the contact filling out the form is marked as an Opportunity, the tool will not change this contact’s lifecycle stage. If you want to change the lifecycle stage to an earlier stage, follow the instructions here.

4. Set the Lifecycle Stages of Multiple Contacts When You Only Use the HubSpot CRM.

In the HubSpot CRM, you can view all your contacts under Contacts. On this page, you have the option to create a filter for contacts that meet a specific set of criteria. You may want to set the lifecycle stage of two or more contacts that you find in your view.
Select the checkbox next to the individual contact records you would like to edit, or select the first checkbox at the top to select all the contacts in the view. There will be an option to Edit the records. Select Lifecycle stage as the Property to update, and choose the lifecycle stage you would like to mark these contacts as.

5. Constantly Mark the Lifecycle Stages of Contacts Based on the Completion of Certain Actions and the Meeting of Specific Criteria.

You may want to mark contacts with a particular lifecycle stage based on criteria your team has outlined as distinctive to a specific lifecycle stage in your funnel. In order to change someone’s lifecycle stage the moment they have met all the criteria, set up a workflow that will consistently run.

When building a workflow to set the value of the Lifecycle stage property, you will need to set the enrollment triggers mimicking the definitions you created for each lifecycle stage within your funnel. This list of criteria will determine which contacts will be enrolled in the workflow. Select the action Set a contact property and select Lifecycle stage to be the value you would like to set on your contacts’ records. 

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Originally published Feb 14, 2018 10:00:00 AM, updated February 14 2018