How to Find Dormant Leads in HubSpot

Step-by-step guide to identify and segment dormant leads in HubSpot for reactivation.

🧭 Overview

Dormant leads are contacts who once engaged with your company — downloaded a resource, requested a demo, or replied to a rep — but haven’t interacted in months.
This guide shows you how to build a HubSpot list that identifies these leads so you can import them into Mabbly to reactivate.

Step 1 — Open HubSpot Lists

  1. In your HubSpot dashboard, go to Contacts → Lists.

  2. Click Create List → Active List (so it updates automatically).

  3. Name it something clear like “Dormant Leads (90–120 Days).”

HubSpot Lists Menu

Step 2 — Add Filters

You’ll define “dormant” using engagement and lifecycle criteria.

Filter

Operator

Value

Why it matters

Last Activity Date

is more than

90 days ago

Ensures lead has been inactive

Lifecycle Stage

is any of

Marketing Qualified Lead (MQL), Sales Qualified Lead (SQL)

Focus on valuable leads

Contact Owner

is known


Avoid unassigned or test records

✅ Optional: Add “Last Marketing Email Open Date > 90 days” for stricter inactivity.

Step 3 — Review and Save

You’ll now see a dynamic list of contacts who:

  • Were previously engaged (MQL/SQL)

  • Have had no recorded activity for 90+ days

  • Are still assigned to an owner

Click Save List. HubSpot will refresh it automatically as data changes.

HubSpot Filters Example

Step 4 — Export or Sync

Option 1 — CSV Export

  • Click Actions → Export

  • Choose CSV format

  • Upload the file directly into Mabbly

Option 2 — CRM Sync (recommended)

If your Mabbly workspace is connected to HubSpot:

  • Choose Sync via HubSpot Integration

  • Mabbly will automatically detect your “Dormant Leads” list for import

Step 5 — Next Steps

Once imported, Mabbly’s AI identifies which dormant leads show new activity signals — such as company hiring news, funding announcements, or intent data — and recommends outreach opportunities.

Pro tip: Refresh your list every 30 days to capture newly dormant leads and maintain clean CRM hygiene.

Summary

  • Dormant = inactive 90–120 days

  • Build an Active List in HubSpot using filters above

  • Sync or export to Mabbly

  • Let AI handle reactivation

Need help connecting your HubSpot list?
→ Read “Connecting HubSpot to Mabbly”