📧 HubSpot Cleanup
Goal: 500K clean leads, 5-10 simple lists. Kill the chaos.
500K
Clean, Actionable Leads
Down from 726K contacts and 250+ lists to a lean machine Sam can actually use
🧪
Brian's Test — April 13, 2026 (WORKS)
Proven
Set up 3 global rules in the SamCart in-app HubSpot integration. Trigger = subscription event → Add to list. This bypasses HighTouch entirely for list management.
Trigger
Subscription Charged
Trigger
Subscription Recovered
Trigger
Subscription Restarted
Key insight: SamCart's global rules (Subscription Charged/Recovered/Restarted) fire reliably. This is the mechanism to auto-manage all lists — no HighTouch needed for subscription events. Next step: add "Remove from list" rules on cancellation/churn.
Brian's New Test Lists (Apr 13)
SamCart Integration Rules Live
Quick Links
HubSpot Direct Access
System Architecture
How Data Flows (Target State)
SamCart Account
User signs up / buys
→
HighTouch
Sam's cleanup layer
→
HubSpot Contact
Linked to Marketplace
✅ PROVEN Apr 13 — Global rules fire on subscription events ▼
User Buys Plan
→
SamCart HubSpot Integration
Auto-add to correct list
→
Target List (5-10 total)
▼ On cancel ▼
User Cancels
→
SamCart Integration
Auto-remove from list
→
Moved to Cancelled list
Key concept: Each SamCart "account owner" creates a Marketplace when they sign up. HighTouch syncs all SamCart "users" to HubSpot and links them to their Marketplace. The in-app integration then manages list adds/removes based on plan status. No more manual list management.
Workstreams
Three Parallel Tracks
What: Sync all SamCart account "users" to HubSpot contacts, linked to their Marketplace (account owner's business).
Why: Currently HubSpot has no reliable connection between a contact and their SamCart account. HighTouch bridges this gap.
When done: Every HubSpot contact will have a clean link back to their SamCart Marketplace, enabling plan-type segmentation.
What: Add missing contact properties so we can actually segment:
- ⬜ Plan Type (SMB / Scaler / Legacy / etc.) - what plan they're on
- ⬜ Feature Flags (has_pagesai, has_creator_studio, etc.) - what features they have access to
- ⬜ Account Status (active_trial / active_paid / cancelled / delinquent) - current state
- ⬜ GMV Tier ($0 / $1-1K / $1K-10K / $10K+ monthly) - how much they sell
Blocker: Need Nate to confirm what SamCart events are currently firing to HubSpot, then backfill existing contacts.
Revenue impact: Brian estimates
$50-100K/mo left on the table without plan-specific email sequences.
What: Kill 250+ lists down to 5-10 simple, permanent lists. Delete retired lists, merge overlapping ones, and build the target list structure.
Target lists (proposed):
- ⬜ Active Customers - all paying SamCart users
- ⬜ Active Trials - currently in free trial
- ⬜ Cancelled - former customers (win-back target)
- ⬜ Leads - opted in but never trialed
- ⬜ CreatorU Members - active CU subscribers
- ⬜ CreatorU Cancelled - former CU members
- ⬜ Affiliates - affiliate program members
- ⬜ Do Not Market - suppression master list
- ⬜ VIP / Proven Sellers - high-value segment
- ⬜ Newsletter Only - engaged email subscribers not in product
Depends on: Workstreams 1 & 2 completing first (need clean data before building clean lists)
Current State Audit
All 250 Lists (Ranked by Size)
The mess: 250 lists. Many retired. Many with 0 contacts. Many one-off promo lists from 2022-2023 that should have been deleted. The "ht -" prefix lists are HighTouch-synced. "[WORKER]" lists are backend automation. Most can be killed.
🚫 Suppression Lists (Keep & Consolidate)
👥 Lifecycle Lists (Core - Rebuild These)
🎓 CreatorU Lists
📢 Promo & Campaign Lists (Kill Most)
Plus ~150 more promo, webinar, and one-off lists with <10K contacts each. Full kill list TBD during execution.
🎯 Prospecting & VIP Lists
💀 Zero-Contact & Dead Lists (Immediate Kill)
38 lists with 0 contacts. These include retired WORKER lists, empty dynamic lists, and abandoned promo lists from 2022. All should be deleted immediately. Another ~40 lists have fewer than 50 contacts and are one-off campaign artifacts.
Known Issues
What's Broken Right Now
No plan_type property (SMB/Scaler/Legacy). No feature flags (has_pagesai, has_creator_studio). No gmv_tier. This means we can't run plan-specific email sequences, feature adoption campaigns, or targeted upsells.
Update Apr 13: Brian's test confirmed Subscription Charged/Recovered/Restarted events fire reliably from SamCart. Need to confirm what other events are available (Purchase, Cancel, Trial Start, etc.) and build out full rule set. Still need contact properties for segmentation.
Multiple overlapping lists try to capture "active customers" but none are authoritative. The Closed Won list (36K) and ht - Active Trials & Customers (4.4K) tell different stories. Need HighTouch sync to be the single source of truth.
200+ lists from 2022-2023 promos (Black Friday, AI Workshop, 5 Minute VSL, CCC, Profit Playbook) are still active and cluttering the interface. Many are dynamic and still computing daily. Deleting them will speed up HubSpot and reduce confusion.
Technical Details
HubSpot API Access
| Setting | Value |
|---|
| Portal ID | 7385714 |
| API Token | Stored at /Users/clawdbot/clawd/.secrets/hubspot-token.txt |
| 1Password | "HubSpot Access Token & Secret" in clawdbot-brian vault |
| Scopes | CRM (contacts, deals), forms, content (marketing emails), CMS |
| Total Contacts | 726,054 |
| Total Lists | 250+ |
| Email List API | GET /marketing/v3/emails |
| Email Stats API | GET /marketing/v3/emails/statistics/list |
| Emails in Account | ~6,075 (mostly automated workflows from 2022) |
Execution Plan
Next Steps (Priority Order)
- ✅ Brian tests SamCart global rules - Subscription Charged/Recovered/Restarted confirmed working (Apr 13)
- 1️⃣ Map all available SamCart triggers - what events does the integration expose? (Purchase, Cancel, Trial Start/End, Churn, etc.)
- 2️⃣ Add "Remove from list" rules - cancellation triggers should remove from Active lists, add to Cancelled
- 3️⃣ Sam completes HighTouch sync - links SamCart users to HubSpot contacts via Marketplace (parallel track)
- 4️⃣ Schedule Nate call - confirm events + add contact properties (plan_type, gmv_tier, etc.)
- 5️⃣ Delete 38 zero-contact lists - immediate cleanup, no risk
- 4️⃣ Archive/delete 150+ stale promo lists - anything from 2022-2023 one-off campaigns
- 5️⃣ Create 4 new contact properties - plan_type, feature_flags, account_status, gmv_tier
- 6️⃣ Backfill existing contacts - populate new properties from SamCart data
- 7️⃣ Build 5-10 target lists - clean dynamic lists based on new properties
- 8️⃣ Wire SamCart in-app integration - auto add/remove from lists on plan changes
- 9️⃣ Kill remaining old lists - everything not in the new structure
- 🔟 Build lifecycle email sequences - plan-specific onboarding, upsell, win-back flows
Last updated: April 13, 2026 4:20 PM ET | Data pulled live from HubSpot API