HubSpot Import: The Ultimate Guide to Data Import!

The HubSpot import function is a convenient tool that allows you to efficiently and easily import various types of data—such as customer data, company data, deal data, and inquiry data—in bulk. Leveraging this feature allows for a smooth data migration from existing databases into HubSpot. The operation is extremely simple, significantly lowering the hurdles of data migration. Furthermore, it can be used for various purposes, such as bulk updating customer or company information or adding new property values all at once.

What is HubSpot? An Integrated CRM Platform

"HubSpot," provided by HubSpot, Inc., is a CRM platform that integrates marketing, sales, content management, and customer service. It offers major tools such as CRM (Customer Relationship Management), MA (Marketing Automation), SFA (Sales Force Automation), and CMS (Content Management System), and is utilized by many companies.

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What is the HubSpot Import Function?

Streamlining Data Integration and Updates

An import function is a feature that allows a system to ingest data that differs from its own format and convert it into a usable format. HubSpot's import function allows you to upload data files to register new customer information, update or consolidate existing customer information, and add new contact details. It is an incredibly useful feature when you want to centralize management of data stored in other CRMs or spreadsheets within HubSpot.

For those already using HubSpot or considering it, data migration often brings challenges such as:

• The complexity of manual data entry.
• Data inconsistencies due to input errors.
• Data duplication and scattering.
• Time and effort required for migration.
• Psychological resistance to system changes.

By utilizing HubSpot's import function, you can resolve these issues and reflect data in the HubSpot database quickly and accurately. However, please note that the import files you upload must be written according to specific conditions and created in specific file formats.

Main Use Cases for HubSpot Import

The HubSpot import function is particularly useful in the following three scenarios:

1. Data Migration from Another CRM to HubSpotEven if you are currently using another company's CRM, you can smoothly move your accumulated data using HubSpot's import function. Many companies hesitate to switch CRMs due to the fear of time-consuming migration. HubSpot supports migration from various CRMs to minimize business interruption.

2. Bulk Registration of Customer and Product InformationYou can register customer data and related information in bulk. For example, business card information exchanged at exhibitions or seminars, or detailed new product information, can be added to HubSpot at once.

• Example: When holding a seminar, you collect prospect information (Company, Title, Name, Email, Phone). Entering this manually is prone to errors. Import allows you to capture this instantly.

3. Updating and Integrating Existing DataHubSpot allows for the update and integration of existing data. This is useful when a customer's name changes, or when their company/department/title changes due to a job transfer. Organizing this data in a CSV or Excel file allows for smooth updates.

Terminology You Should Know for Import Operations

HubSpot CRM uses specific terminology. Understanding these before starting your import will ensure a smooth, accurate, and efficient process.

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Object: Data Sets and Classification

Generally, an object implies a "thing" or "target," but in IT, it is viewed as a "collection of related data." In HubSpot, an Object refers to the structure that forms the foundation of data management, defining data types and business relationships. Think of it as a "container" for organizing and storing data.

• Standard Objects: Contacts (Customers/Leads), Companies (Accounts), Deals (Opportunities/Contracts), Tickets (Inquiries), Products.
• Custom Objects: Can be created for specific needs (e.g., "Job Listings" for a recruiting firm).
• Import Context: You use objects to specify what kind of data you are bringing into HubSpot.

Record: Individual Units of Information

A Record corresponds to a "row" in a database and represents an individual data element.

• Example: "Name: Ichiro Tanaka, Email: ichiro@example.com" constitutes one Contact Record. "Company: ABC Corp, Phone: 03-1234-5678" constitutes one Company Record.

Property: Attribute Information of a Record

Properties are fields used to store information related to a record.

• Standard Properties: Name, Email, Phone Number, Company Name, Deal Stage.
• Custom Properties: Can be created to fit your needs (e.g., "Manager Note," "Interest Level").
• Import Context: You map the column headers in your file (e.g., "Email Address") to HubSpot Properties to ensure data lands in the right place.

Record ID: Unique Identifier

The Record ID is a unique identifier automatically assigned by HubSpot to each record. It is essential for distinguishing, updating, and associating records.

• Why it matters: Even if records have similar names, the Record ID ensures they are identified correctly.
• Usage: Including the Record ID in your import file allows you to update existing records rather than creating duplicates. If no Record ID is present, HubSpot may create a new record (though it often deduplicates Contacts based on Email and Companies based on Domain Name).

Prerequisites and Notes for Creating CSV Import Files

Before importing, you must create a dedicated import file. Failure to adhere to these points may cause errors.

1. Supported File Formats

Only the following three extensions are supported. Text (.txt) or PDF files cannot be imported.

• .csv
• .xlsx
• .xls

2. Mandatory Properties by Object/Activity

Missing mandatory properties will prevent the import from completing successfully.

• Contacts: Must include at least one of: First Name, Last Name, or Email. (Email is the primary unique identifier).
• Companies: Must include at least one of: Name or Company Domain Name.
• Deals: Must include: Deal Name, Pipeline, and Deal Stage.
• Tickets: Must include: Ticket Name, Pipeline, and Ticket Status.
• Tasks: Must include: Task Title and Due Date (Date/Time format).
• Meetings: Must include: Meeting Description, Start Time, and End Time.
• Calls: Must include: Call Notes.
• Notes: Must include: Note Body.

3. Requirements for Updating Existing Records

To update records and avoid duplicates, include the unique Record ID in your file.

4. File Size and Row Limits

Limits depend on your HubSpot subscription plan.

• Free / Starter: Max 20MB file size. Daily limit: 500,000 rows.
• Professional / Enterprise: Max 512MB file size. Daily limit: 10,000,000 rows. (Max 1,048,576 rows per single file).

5. New Information Requires Property Setup

If your import data contains information that does not yet exist in HubSpot (e.g., "Product Purchased"), you must create this as a Custom Property inside HubSpot before running the import.

Step-by-Step: How to Import Contact Data

There are two ways to import: "Single Object" and "Multiple Objects." Here, we will explain the procedure for Multiple Objects (importing Contacts and Companies simultaneously) as an example.

Scenario: You have a file containing customer personal info (Name, Email) and their company info (Company Name).

STEP 1: Access the Import Screen

1. In HubSpot, go to CRM > Contacts in the left menu. Click the [Import] button in the top right.
2. Select "Start an Import" and then click [Select a File].

Note on other options:

• Sync with an App: Use this for continuous sync with Salesforce, Google Contacts, Outlook, etc.
• Data Migration: Specialized tools for moving data without manual file handling.

STEP 2: Select Object

Choose the type of data to import. Since our sample has personal info and company info:

1. Select One File.
2. Select Multiple Objects.
3. Select Contacts and Companies.
4. Click [Next].

STEP 3: Upload File

1. Select "Create and update contacts" (or just "Create new" if you are sure they are all new).
2. Select "Create and update companies" for the company side.
3. Drag and drop your prepared CSV/Excel file or click [Choose a file].
4. If the upload is successful, you will see "No errors found." Click Next.

STEP 4: Map Properties

This is the most critical step. You must match your file's columns to HubSpot's properties.

• HubSpot will attempt to auto-match based on headers (e.g., "Email" to "Email").
• If you see "Company Domain" is not mapped, click the dropdown, search for "Company Domain Name," and select it.
• Ensure all columns have a green checkmark ✔.
• Click [Next].

STEP 5: Final Details

1. Import Name: Give your import a recognizable name.
2. Create a List: Check this if you want a static list of these specific contacts for easy access later.
3. Legal Basis: Select the appropriate legal basis for processing data (GDPR/Privacy compliance).
4. Marketing Contacts: Check this box if you intend to send marketing emails to these contacts.
5. Click [Finish Import].

Checking Results

Go to the "Past Imports" section on the import screen to see if the process succeeded or if rows failed due to errors. You will also receive an email notification.

Summary

The HubSpot import function is a powerful tool for success. Whether migrating from another CRM, bulk registering leads from events, or updating your database, correct data management is essential for business growth.

Key Takeaways:

• Understand Terminology: Know your Objects, Records, Properties, and Record IDs.
• Check Formats: Use .csv or .xlsx.
• Pre-work: Create necessary Custom Properties before importing.
• Mandatory Fields: Ensure Emails (for contacts) or Domains (for companies) are present.

By mastering this feature, you can eliminate manual errors, drastically improve operational efficiency, and keep your customer data perfectly up to date.

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