How To Look Up a Resident or Guest in HubSpot
This article shows staff how to quickly find a contact in HubSpot using global search, filters, and basic views. This is one of the most common daily actions for leasing, sales, and community teams.
Steps
1. Use the Global Search Bar
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Log into HubSpot.
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At the top of the screen, use the search bar.
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You can search by:
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First name
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Last name
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Email
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Phone number
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Reservation number (if stored in custom properties)
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Tip: HubSpot supports partial search. “Jen” will surface “Jennifer.”
2. Find Contacts Using Views
If the resident or guest is already assigned to your property, you can filter by a saved view.
Common Views You Can Use
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All Contacts – By Property
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Active Leads
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Residents – Oak Forest
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Residents – Village Camp Flagstaff
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Past Guests
To access views:
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Go to Contacts
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Click the “Views” dropdown
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Choose the view that matches your property or role
3. Use Filters (If They Don’t Appear in a View)
If search or views don’t work, filter manually.
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Go to Contacts
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Click Filters
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Add filters like:
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Property
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Status
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Lifecycle Stage
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Phone Number
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Email contains…
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This helps when the spelling of the name is unknown.
4. Search for Leads Assigned to You
Under Sales → Sales Workspace, you can view all contacts assigned to you automatically.
This is useful for new consultants during onboarding.
Troubleshooting
I can’t find someone I know is in the system.
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Try checking "Include Non-Owned Contacts"
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Search by phone number instead of name
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Check past residents or unsubscribed contacts
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Verify the person isn’t spelled differently in Newbook vs HubSpot
The contact is duplicated
If you see two records:
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Notify Blake (CRM Manager)
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Include links to both contact records
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Do not merge unless you know the system rules
Related Articles
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How To Assign a Contact to a Property
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How To Create a Deal for a New Lead
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How To Log a Call or Note in HubSpot
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Understanding Lead vs Contact vs Deal Stages