Contacts

How do I import contacts into my HubSpot contact database?

Last updated: May 15, 2018

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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. Match each column's header with a contact property. You can include values for any of the default HubSpot properties and/or create custom properties. Download a sample CSV file and read more about what to expect with an import in this article.

contacts-import-example-csv.png

  • Contacts are de-duplicated based on email address, so be sure to include Email 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. Simply add 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 do not want to overwrite a 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 would like to clear property values, you can do so using a workflow (Marketing Professional and Enterprise or Sales Professional only). 
  • If you have the Automatically create and associate companies with contacts setting turned on in the HubSpot CRM, 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. 
  • Note that Excel does not always properly save special characters when a CSV file type is in use. You can import your list into Google Docs to resolve this.

Import your file

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

  • Click Start an import at the upper right.
  • On the next screen, select A CSV file, then select Contacts.

  • Choose the CSV file you wish 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 page, enter a name for your import (this will be the name of the static list that's automatically created of your imported contacts).
  • Select a Lifecycle Stage for your imported contacts.

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. Want to see what other users are saying? Check out this thread on the community forum.

  • Under Advanced options, you can choose 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.
  • HubSpot will automatically match the columns in your CSV file to your contact properties. You can choose not to import a column by unchecking the corresponding box to 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 on the dropdown menu and choose an existing property or click Create new property to set up a new property to which this column will be mapped. 

  • Once you've mapped the columns of your spreadsheet to properties in HubSpot, click Next, confirm additional options

  • On the Email Opt-in page, 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 to import your contacts. 
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 will 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 at the upper right of the contacts dashboard.

  • Click Start an import at 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.

  • Select the Gmail account you'd like to import contacts from the Select Gmail account dropdown.
  • In the Domains Allowed section, choose 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.
  • Click Next at the bottom right.

  • Enter an Import name. This will be the name of the static list that's automatically created of your imported contacts. 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.
  • 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.

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