Skip to content
English
  • There are no suggestions because the search field is empty.

HubSpot Segment & Lead Label Naming Convention

This Standard Operating Procedure (SOP) defines the required naming conventions for Segments (Lists) and Lead Labels in HubSpot. All HubSpot segments and lead labels must follow this SOP.

Following this standard ensures:

    • Consistent naming across teams
    • Clear segmentation purpose
    • Improved reporting accuracy
    • Easier onboarding and governance

    1. HubSpot Segment Naming Convention

    1.1 Standard Segment Name Format

    [CATEGORY] - [Object] - [Segment Purpose] [Year – Optional]

     

    1.2 Category

    Rules

    • Always written in ALL CAPS
    • Represents the business purpose of the segment (not ownership)

    Approved Categories

    • CE – Client Engagement (customer-related projects)
    • ADMIN – Administrative and system reports
    • EVENT – Tradeshows, conferences, and sponsored events

    Additional categories may be added to this SOP as needed.

     

    1.3 Object

    The Object must clearly identify the HubSpot record type:

    • Contacts
    • Companies

     

    1.4 Segment Purpose

    Rules

    • Written in Title Case
    • Use clear, plain language describing why the segment exists
    • Avoid abbreviations unless commonly understood internally
    • Tradeshow segments must use the approved tradeshow abbreviation
      (per the Tradeshow Spreadsheet), e.g., ISA26

     

    1.5 Year Usage

    • Static segments: Append the year to the segment name
    • Dynamic (active) segments: Year is optional unless clarity is needed
    • EVENT segments:
      • Should default to static lists
      • Dynamic lists require documented justification

     

    1.6 Segment Naming Examples

    • CE - Companies - VLTL Quote w/ Booking 2025
    • EVENT - Contacts - ISA26
    • ADMIN - Contacts - Decision Makers Who Changed Companies

     

    1.7 Segment Description Requirements

    Each segment description should briefly explain:

    • Who is included
    • Why the segment exists
    • How it is intended to be used (if applicable)

    ✅ Users are encouraged to click “Generate Description with AI” in HubSpot to assist with drafting descriptions.

    2.Lead Label Naming Convention

    2.1 Tradeshow & Event Lead Labels

    Format

    Event: [Tradeshow or Event Abbreviation][YY]

    Rules

    • Use Category: Event (Title Case)
    • Use the approved tradeshow or event abbreviation
    • Always include the last two digits of the year

    Example

    • Event: OTC26

     

    2.2 Client Engagement Lead Labels

    Format

    [Purpose]

    Rules

    • Purpose must be clear, concise, and in Title Case
    • Should align with the corresponding segment purpose when applicable
    • May be shortened as needed for usability

    Examples

    • VLTL Ph1 Booking
    • VLTL Ph2 Booking

    3. Compliance

    Adhering to this SOP is required for all HubSpot users creating or modifying:

    • Segments (Lists)
    • Lead Labels

    Non-compliant naming may be updated or removed by Sales & Marketing Operations to maintain system integrity.