Understanding NICA’s Lists in HubSpot

Segments(Lists) in HubSpot are groups of contacts organized by shared criteria such as league affiliation, contact label, registration status, season activity, or communication preferences. Segments/Lists help leagues send the right message to the right people. Lists update automatically when using Active Lists. Lists are used for: Email sends Reporting Segmentation Workflows Audience targeting Every league has the same core list structure.

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HubSpot

Access your complete list of segments(lists) from CRM> Segments> Folders> Your League. This area contains: - All of your league’s audience lists - Active and static lists - Folder organization - Audience counts - List ownership - Creation dates - List types (Active vs Static)

Click "Folders" to view the complete league directory.

Click "Your League"

Click in side the dynamic list to view the components that makeup your Segment. Example: "AR - Coaches - Current"

You can view the Filters placed on the Segment as well as the size and those included. DO NOT EDIT your Active Lists provided.

Overview of the 11 Core League Lists

Your league’s Segments/lists are examples of **contacts** that automatically organize based on shared criteria.

Tip! NICA uses a standardized naming convention to make lists easy to understand and find across all leagues. Example: `AR - Coaches - Current` Breakdown:

Alert! ## Understanding “Current” vs “All Time” One of the most important concepts in NICA segmentation is understanding the difference between using your **Current** and **All Time** audiences.

### Current Lists These contain contacts actively participating in the current season. Examples: - Current coaches - Current riders - Current parents/guardians - Current staff These lists are commonly used for: - Season reminders - Race communication - Operational updates - Time-sensitive information Examples from the screenshot include: - `AR - Coaches - Current` - `AR - GRiT - Current` - `AR - Riders - Current` - `AR - Parents - Current`

### All Time Lists These contain historical audiences connected to your league over time. Examples: - Past riders - Former coaches - Alumni families - Previous athletes These lists are commonly used for: - Newsletters - Community engagement - Alumni outreach - Fundraising - Long-term storytelling Examples from the screenshot: - `AR - GRiT - All Time` - `AR - Riders - All Time` - `AR - Parents - All Time` - `AR - Coaches - All Time`

## Understanding Audience Size The numbers shown next to each segment represent how many contacts are currently included in that audience. Example: - `AR - Singletrack Times` = 7,393 contacts - `AR - Riders - Current` = 78 contacts These counts update automatically for Active Lists as contact data changes based on a contacts activity in our CRM.

## Active Lists Update Automatically Notice the “Active” label in the screenshot. An Active List automatically updates based on rules and criteria. A Static list would remain the same over time despite a contact information changing. Example:\ A Coach may automatically enter: - `AR - Coaches - Current` when: - Their league = Arkansas - They are registered for the current season - Their participation status changes Likewise, they may automatically leave the list when they are no longer a participant in a season. This automation helps ensure your audience stays accurate without manually managing contacts.

When you click the dynamic Segment such as AR - Coaches - Current: We can see a Coach may automatically enter based on the below criteria.

Tip! **Specialized Segments** Some lists are designed for specific initiatives or audiences. Example: - `AR - GRiT - Current` - `AR - GRiT - All Time` These help leagues communicate with: - GRiT participants - GRiT coaches - Families interested in GRiT programming Specialized segments allow leagues to personalize communication for different communities. ***Additional Specialized Segments include Conferences.***

Alert! Important Reminder A contact may belong to multiple segments at the same time. For example, one person may be: - A parent - A coach - A GRiT supporter - A newsletter subscriber HubSpot is designed to manage this overlap intelligently during email sends.