Understanding Import in HubSpot

Types of Imports

1. Single Object/Activity Import

What You Can Import:

• Create and update: contacts, companies, deals, tickets, calls, products, custom objects
• Perfect for: Adding new contact lists, updating company information

2. Multiple Object/Activity Import

What You Can Import:

• Create and update: contacts, companies, deals, tickets, calls, custom objects
• Create only: emails, meetings, notes, tasks
• Must be associated with objects: emails, meetings, notes
• Perfect for: Adding contacts with their companies, creating deals with associated companies

Before You Start Importing

Prerequisites

1. Required Permissions:
   • Import permissions
   • Edit permissions for relevant objects
   • Proper access levels

2. Prepare your data 

   • Clean your data, include only necessary data.
   • File format must be: CSV, XLSX, or XLS (only one sheet).
   • Include clear column headers that match HubSpot property names (Follow the sample template).
     Must include - Email address, First Name, Last Name.
   • Date are in dd,mm,yyyy format.

   Start the import process

   • Go to Contact > Import & Export > Go to import
   • Click “Start an import”
   • Choose “Import a file”
   • Select contact.

Best Practices

1. Review your data structure
2. Clean your data
3. Back up existing records
4. Test with a small sample first

Import Process Step-by-Step

1. Accessing Import Tool

• Click "Import" on object index page, OR
• Navigate to Settings > Import & Export > Go to import

2. Starting the Import

1. Click "Import a file"
2. Select import type
3. Choose objects/activities
4. Upload file(s)

3. Import Settings

• Choose import method:
  • Create and update (ideal)
  • Create new only
  • Update existing only

• Map columns to properties
• Set unique identifiers

4. Map properties

• HubSpot automatically maps columns if headers match known properties
• Manually match any unmapped fields
• Create custom properties if needed
• Make sure required fields are included

5. Final Configuration

• Choose to create list for the import data for the record
• Check for error and fix them

Important Considerations

Data Handling

1. Unique Identifiers:
   • Record ID 
   • Email (contacts)
   • Company domain
   • Custom unique properties
2. Existing Data:
   • Choose whether to overwrite
   • Manage duplicate records
   • Handle association labels

Troubleshooting Tips

Mapping Errors

If you encounter mapping errors during your import, take these specific steps:

• Double-check that your column headers exactly match HubSpot's property names or are clearly related to existing properties.
• Ensure all your dates follow a consistent format throughout your spreadsheet.
• Verify that required fields like email addresses or company names are present and properly formatted.
• Look for any special characters or hidden spaces in your column headers that might prevent proper mapping.

Data Format Problems

When your data isn't importing correctly, follow these guidelines:

• Make sure all phone numbers are formatted consistently throughout your spreadsheet.
• Confirm that date fields follow HubSpot's preferred format (YYYY-MM-DD).
• Check that any numeric fields contain only numbers and appropriate decimal points.
• Remove any formatting, formulas, or hidden characters from your spreadsheet.

Permission and Access Issues

If you're having trouble accessing the import function:

• Confirm with your HubSpot administrator that you have the necessary import permissions for your role.
• Ensure you have edit permissions for all object types you're trying to import.
• Verify that you have access to modify the specific properties included in your import file.

File-Related Problems

When experiencing issues with your import file:

• Confirm that your file size is under HubSpot's maximum limit of 150MB.
• Save your file in a supported format (CSV, XLS, or XLSX).
• Remove any password protection or security features from your spreadsheet.

After Your Import: Essential Next Steps

Immediate Verification Process

Record Checking

Take these important verification steps immediately after import:

• Navigate to your imported records and verify that the total number matches your expectations.
• Review a sample of at least 10-15 records to ensure all properties were imported correctly.
• Check that any calculated fields or dependent properties have updated properly.
• Confirm that all custom properties display the correct information.

Click here to see how to import with guided content.