Contacts

How do I import contacts?

Last updated: June 5, 2018

You can import contacts into your HubSpot contacts database using a CSV file, or directly from GmailIf you're managing your contacts in an Excel file, you'll need to save your file as a CSV before proceeding. 

It's also possible to import your contacts using the HubSpot mobile app.

1. Import contacts using a CSV file

Prepare your CSV file

  • Include a header row in your CSV file and match each column's header with a contact property. You can include values for any of the default HubSpot properties and/or custom properties. For reference, download a sample CSV import file.

contacts-import-example-csv.png

  • Contacts are de-duplicated based on email address, so ensure Email is included as one of the column headers. When you import a contact that is already in your database, that contact record will be updated with any new property values from your CSV file. 
  • If you want to assign an owner to the contacts during the import, you can do this by including a Contact Owner column in your CSV file and adding the email address of the user to each row in that column. 
  • You can also set your contacts' lifecycle stage during import by including a Lifecycle stage column and setting a value for each row in that column (Subscriber, Lead, Marketing Qualified Lead, Sales Qualified Lead, Opportunity, Customer, Evangelist, or Other). 
  • If you don't want to overwrite an existing contact's current value for a property, you can either include the current value in the relevant column for that contact or leave the cell blank. HubSpot will not overwrite a contact's information unless there is a new value present in the CSV file.
  • If you want to clear property values for existing contacts, you can do so using a workflow (Marketing Hub Professional and Enterprise or Sales Hub Professional only). 
  • If you have the Automatically create and associate companies with contacts setting enabled, contacts will be automatically associated with company records after the import by matching the email address domain of the contact to the Company Domain Name on the company record. 

Import your file

  • In your HubSpot account, navigate to Contacts > Contacts.
  • Click Import in the upper right of the dashboard.
  • Click Start an import in the upper right.
  • On the next screen, select A CSV file, then select Contacts.

  • Choose the CSV file you want to import by clicking Select a file or by dragging the file into the window.
  • Once the file is selected, click Upload at the bottom right.
  • On the Import details screen, enter an Import name (this will be the name of the static list that's automatically created of your imported contacts).
  • Click the Lifecycle stage for contacts in this import dropdown menu and select a lifecycle stage.

Please note: the Lifecycle stage property is not designed to go backwards. For example, a contact who is already marked as a Customer cannot be set back to a Lead through an import. Learn more about this setting in the HubSpot Community.

  • Click Advanced options to add your imported contacts to an existing static list and/or choose a default format for date properties.
  • Once you've set the options for your import, click Next, map your properties at the bottom right.
  • HubSpot will automatically match the columns in your CSV file to your contact properties. You can choose not to import a column by deselecting the corresponding checkbox on the left. You can also change which property the column is mapped to by selecting a different HubSpot property from the dropdown menu.
  • If any columns do not match an existing property, they will appear in the Columns without matches section. Click the dropdown menu and select an existing property, or click Create new property to set up a new property to which this column will be mapped. 

  • Click Next, confirm additional options

  • On the Email Opt-in screen, review the statements and select True to confirm that the contacts you are importing are expecting to hear from you and that you have not purchased the list (importing purchased lists is against our Acceptable Use Policy). Place your initials in the field to confirm your selections. 
  • Click Finish import at the bottom right.
User-added image
Your contacts will be imported and a static list will be created in your Lists app.

Please note: any existing contacts will be de-duplicated by email address and included fields in your import will overwrite existing data.

Import status

After the import begins, you'll be taken back to the imports dashboard. Here, you'll see the following:

  • Name: the name of the import that was added in the Import Details.
  • Date: the date the import was completed.
  • Processed: the number of records processed by the import.
  • Added: the number of new contacts added. If a contact already existed in your database prior to the import, it will not be included in this value.
  • Errors: the number of records in your import that resulted in an error and could not be processed. Select Actions > Download errors to see a detailed list of errors

You can also select Actions Download original to download a version of the CSV file used for the import.

 

2. Import contacts from Gmail

  • In your HubSpot account, navigate to Contacts > Contacts.
  • Click Import in the upper right of the dashboard.

  • Click Start an import in the upper right.
  • On the next screen, select Contacts from Gmail
    • If you don't have a Gmail account connected to HubSpot, the option will be grayed out. Click Connect your Gmail account to connect your Gmail account to HubSpot before continuing the import process.

  • Click the Select Gmail account dropdown to select the Gmail account you'd like to import contacts from.
  • In the Domains Allowed section, select if you'd like to import All contacts, or All contacts excluding those with the following domain(s). To exclude contacts with a certain domain, enter the domain in the text field and click Add. This option is useful if you'd like to exclude internal contacts, or contacts at specific companies.
  • Enter an Import Name, then click Next at the bottom right.

  • Lastly, confirm your import by reviewing the email addresses of the contacts that will be imported into HubSpot. Click Begin import at the bottom right.

Import status

After the import begins, you'll be taken back to the imports dashboard. Click the Gmail tab to view the status of your Gmail import. Here, you'll see the following:

  • Name: the name of the import that was added in the Import Details.
  • Date: the date the import was completed.
  • Processed: the number of records processed by the import.

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