Easy Steps to Import Contacts into HubSpot CRM

How to Import Contacts into HubSpot

Importing contacts into HubSpot is a straightforward process that can significantly enhance your CRM's effectiveness. Whether you're migrating from another CRM or ESP, or simply updating your database, HubSpot provides a flexible import tool to help you add or update data in bulk. This guide will walk you through the steps to import contacts into HubSpot, including preparation of your import files, the import process itself, and some tips for importing contacts from Excel.

Alternatively, you can automate the contact import process into HubSpot using Bardeen. This can save you time and ensure accuracy. Download Bardeen to streamline your workflow.

Preparing Your Import Files

Before initiating the import process, it's crucial to prepare your import files correctly to ensure a smooth and error-free import. HubSpot supports .csv, .xlsx, or .xls file formats for import. Your file must have only one sheet and include a header row where each column header corresponds to a property in HubSpot. The file should contain less than 1000 columns and be UTF-8 encoded, especially if it includes foreign language characters. For date-time properties in an Excel file, ensure cells are in Number format. Additionally, the file must adhere to specific property formatting requirements, such as email addresses, phone numbers, and date formats.

Each row in your import file should represent one contact record, and each column should represent a contact property, such as First Name, Last Name, and Email Address. It's also important to include a unique identifier, such as an email address or a HubSpot-generated Record ID, to avoid creating duplicate records or to associate different records correctly.

Importing Contacts into HubSpot CRM

To import contacts into HubSpot CRM, you must have Import and Edit permissions for the object record you're importing into HubSpot. Navigate to your HubSpot account and click on the settings icon in the main navigation bar. In the left sidebar menu, go to Import & Export and click Go to import. On the Imports page, click Start an import and select File from computer, then follow the prompts to select the number of files and objects/activities. Choose your import file and specify how to import your data, whether to create and update records/activities, create new records/activities only, or update existing records/activities only.

During the import process, you'll have the opportunity to map the columns in your file to the corresponding HubSpot properties. HubSpot will attempt to automatically map columns based on the header, the header language, and the property name. You can also manually adjust the mappings, create new custom properties, or skip importing data from specific columns.

How to Import Contacts into HubSpot from Excel

When importing contacts from an Excel file, ensure your file meets the HubSpot import requirements mentioned earlier. Open your Excel file and review the contacts' details, sorting them based on property values if necessary. Save your Excel file in .csv, .xlsx, or .xls format and follow the general import steps outlined above. Remember to format date-time properties in Excel using the Number format and adhere to HubSpot's property formatting requirements to ensure a successful import.

By following these steps, you can efficiently import contacts into HubSpot from Excel or any other source, keeping your CRM database up-to-date and enhancing your marketing, sales, and service efforts.

Read more about AI CRM automations for HubSpot and how they can supercharge your app on our blog: AI CRM Automations for HubSpot.

Importing contacts into HubSpot can be manually done following the detailed steps above, or you can automate the process using Bardeen. Automating this task can save time, reduce manual errors, and ensure your HubSpot CRM is always updated with the latest contacts. Bardeen's playbooks can automate various tasks related to importing and managing contacts in HubSpot, making your workflow more efficient.

1. Copy all HubSpot contacts to Coda: This playbook streamlines the process of syncing your HubSpot contacts to a Coda table, perfect for sales teams needing to access contact data across different platforms.
2. Copy all HubSpot contacts to Airtable: Easily transfer your HubSpot contacts to Airtable, facilitating better data management and collaboration within teams.
3. Copy all HubSpot contacts to Google Sheets: Automate the copying of HubSpot contacts into Google Sheets for easier access and analysis.