Importing Contacts from a Spreadsheet

1. Why Import Contacts from a Spreadsheet?

• Consolidation of Data: If your leads or client details are scattered across multiple Excel or CSV files, importing them into HubSpot centralizes your information.
• Smooth Transition from Another System: Migrating from another CRM or contact manager becomes simpler when you export your existing data into a CSV and import it directly into HubSpot.
• Bulk Updates: Even if you already use HubSpot, occasionally you may need to bulk-update or add new properties for multiple contacts at once.

2. Preparing Your Spreadsheet

Use a Compatible Format

• CSV (Comma Separated Values) is the most commonly supported format for HubSpot imports.
• Excel (XLS or XLSX) is also accepted, but CSV tends to reduce formatting issues.

Ensure Clear Column Headers

• Each column in your spreadsheet should have a clear, descriptive header (e.g., “Email,” “First Name,” “Last Name,” “Phone Number”).
• HubSpot maps these column headers to the properties in your CRM, so clarity reduces mistakes.

Clean and Standardize Data

• Check for Duplicates: Identify and merge duplicate rows in your spreadsheet.
• Format Consistency: Phone numbers, addresses, and names should follow a consistent format (e.g., include country codes in phone numbers if you plan to call internationally).
• Remove Special Characters: Avoid certain special characters in columns like “Company Name” or “Address,” as they can cause mapping issues.

Include an Email Column (When Possible)

• HubSpot uses Email as the primary unique identifier for Contacts.
• If you don’t have email addresses for every contact, be aware HubSpot may create separate records for what it deems as duplicates (based on limited data).

Double-Check Data Accuracy

• If you have critical columns like “Lifecycle Stage” or “Lead Status,” ensure the spreadsheet values match exactly to what’s expected in HubSpot (especially if you have predefined dropdowns or statuses).

3. Initiating the Import in HubSpot

Navigate to Import

• Log in to HubSpot and go to Contacts (in the main navigation bar).
• Look for the Import button (usually top-right or left-hand side, depending on your version of HubSpot).
• Click Import to start the wizard.

Select File Import

• Choose File from computer (or the relevant option if you’re importing from a local file).
• If your spreadsheet is a CSV or Excel file with multiple sheets, select the specific sheet you want to import.

Choose the Object

• Since you’re importing Contacts, ensure Contacts is selected.
• If you also want to import data for Companies or Deals in the same file, check HubSpot’s Multiple objects feature (available in certain tiers) and map accordingly.

4. Mapping Columns to Properties

Automatic Mapping

HubSpot often attempts to auto-map columns based on your headers. For instance, a column labeled “Email” will be automatically mapped to the HubSpot default property “Email.”

Review and Adjust

Scroll through each column to verify that HubSpot’s mapping is correct. If any column is unmapped or incorrectly mapped:

• Click on the dropdown next to the property name.
• Select the correct HubSpot property (e.g., “First Name,” “Last Name,” “Phone Number,” “Job Title,” etc.).

Create New Properties (If Needed)

• If you realize you have a column that matches no existing HubSpot property (e.g., “Preferred Meeting Time”), you can create a new property from this screen (assuming you have the right permissions).
• However, if possible, stick to default HubSpot properties when the data belongs there (e.g., phone numbers, addresses, or lifecycle stages).

5. Setting Import Options

Deduplication Settings

• HubSpot primarily deduplicates contacts using the Email If your spreadsheet doesn’t include unique emails, HubSpot may create duplicate records.
• If you have an Enterprise or Professional tier, you can also enable deduplication by record ID, but this typically requires an existing HubSpot ID for each contact.

Lifecycle Stage Implications

• If you’re including a Lifecycle Stage column in your import, know that HubSpot will not automatically overwrite a contact’s existing lifecycle stage if the imported value is considered a “downgrade” (for instance, from “Customer” back to “Lead”).
• Be cautious with this property to avoid unintended changes.

Date Formatting

• For any date properties (e.g., “Last Contacted Date”), ensure your spreadsheet uses a format HubSpot recognizes, such as YYYY-MM-DD or MM/DD/YYYY.

6. Finalizing the Import

• Review Summary: HubSpot presents a summary of mapped columns and contact counts.
• Name Your Import: Give it a descriptive name so you can identify it later (e.g., “Trade Show Leads March 2025” or “Client Database Migration”).
• Click Finish Import: HubSpot will process the data. You’ll see an Import in progress.

7. Post-Import Best Practices

• Check the Import Dashboard: Go to Contacts > Imports to see the import status. Once complete, HubSpot will show the number of successfully imported contacts and any errors encountered.
• Review Error Files: If HubSpot flags rows that couldn’t be imported, download the error file. Common errors include invalid email addresses, improperly formatted dates, or missing required properties. Correct these in your spreadsheet and re-import if necessary.
• Validate Data: Spot-check a few newly imported contact records to ensure properties like First Name, Last Name, Email, Phone Number, and Lifecycle Stage (if included) are accurately populated.
• De-duplicate (If Needed): If you suspect duplicates (e.g., some leads didn’t have emails), use HubSpot’s Duplicate Management or manually merge duplicates.
• Add to Lists or Workflows: Take advantage of HubSpot’s automation. Create a Static or Active List of these newly imported contacts and enroll them in relevant Workflows (e.g., send a welcome email, notify the sales team).

8. Troubleshooting Common Issues

• Wrong Data in Properties: Often due to incorrect column-property mapping. Always double-check mappings before finalizing your import.
• Excessive Duplicates: Without unique emails or HubSpot IDs, HubSpot can’t reliably deduplicate. Collect email addresses whenever possible, or consider manual merging after import.
• Date or Number Format Errors: If your imported dates appear strange (or not at all), confirm your spreadsheet uses a HubSpot-friendly format. For numerical properties (like phone numbers or budgets), ensure no extra characters or spaces cause issues.
• Import Taking a Long Time: Large files or high-volume imports can take minutes to hours. You can continue using HubSpot while the import processes in the background.