App Tutorial

5 Steps to Clean Up HubSpot Contacts Efficiently

Jason Gong
App automation expert
Apps used
April 15, 2024

Cleaning up HubSpot contacts enhances sales productivity, marketing initiatives, and customer retention by maintaining an organized database. Follow these steps:

  • Examine data and identify cleanup areas.
  • Standardize data input.
  • Assign cleanup responsibilities.
  • Create a cleanup schedule.
  • Utilize integrations for assistance.

Automate your HubSpot contact management with Bardeen to save time and ensure continuous data hygiene. Learn more at

How to Clean Up HubSpot Contacts

Cleaning up your HubSpot contacts is crucial for maintaining an efficient, organized database that supports your sales productivity, marketing initiatives, and customer retention. With data decaying at a rate of about 30% per year, regular maintenance is essential. Here's a comprehensive guide on how to clean up your HubSpot contacts effectively.

1. Examine Your Data and Identify Cleanup Areas

Start by assessing the overall condition of your data to determine what's up-to-date, relevant, and useful. Look for contacts that have hard bounced or unsubscribed, find duplicates, and filter contacts who have not engaged recently. This initial step helps you identify which data is worth keeping and which should be eliminated.

2. Standardize Data Input

Creating a standard structure for data input is crucial. Decide on the information that should be required when contacts are created and set property fields accordingly. This can be done by adjusting settings for manually creating contacts or companies, and by including key fields in your forms for contacts created through form submissions. Ensuring consistent data entry helps maintain a clean database.

3. Assign Cleanup Responsibilities

Determine who in your team will be responsible for cleaning up your data. This can be a specific individual, like a CRM manager, or a collective effort where team members are responsible for their own data. Assigning clear responsibilities ensures that your database remains clean and up-to-date.

4. Create a Cleanup Schedule

Decide on the frequency of your cleanup efforts. This could be monthly, quarterly, or annually, depending on the volume of data and your specific needs. Sticking to a regular schedule helps prevent data decay and keeps your database efficient.

5. Utilize Integrations for Assistance

Consider using data management integrations such as Insycle Data Management, Leadspace, or Property Capitalize to automate and assist with your data cleansing efforts. These tools can help with tasks like merging duplicate records, optimizing lead routing, and standardizing values.

Automating your HubSpot marketing efforts can significantly improve email open rates and book more deals for your team. Discover how at our latest blog post.

By following these steps, you can ensure your HubSpot contacts are clean, organized, and effective for your business needs. Regular maintenance is key to leveraging the full potential of your CRM data.

Automate your HubSpot contact management with Bardeen. Check out our playbooks like Copy all HubSpot contacts to Coda, Save LinkedIn profile to HubSpot as a new contact, and Copy all HubSpot contacts to Google Sheets to streamline your processes.

Automate Your HubSpot Contact Management with Bardeen

Cleaning up your HubSpot contacts can be a tedious task, but it's essential for maintaining an organized database that supports your marketing and sales efforts. While manual clean-up is effective, automating this process can save a significant amount of time and ensure continuous data hygiene. Bardeen offers powerful playbooks that can automate various aspects of managing your HubSpot contacts, from copying contacts to different platforms for further processing to enriching contact information for more personalized communication.

  1. Copy all HubSpot contacts to Coda: This playbook enables you to seamlessly transfer all your HubSpot contacts to a Coda table with just one click. It's ideal for teams looking to integrate their CRM data with Coda's versatile documents for advanced data manipulation and sharing.
  2. Save LinkedIn profile to HubSpot as a new contact: Leverage LinkedIn for sales prospecting by automating the addition of LinkedIn profiles to your HubSpot contacts. This playbook simplifies capturing valuable lead information directly into your CRM, enriching your contact database for targeted outreach.
  3. Copy all HubSpot contacts to Google Sheets: Automate the transfer of your HubSpot contacts to Google Sheets for easy sharing and further data analysis. This playbook ensures your sales and marketing teams have access to the most current contact information, facilitating collaboration and strategic planning.

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