Skip to content
Contacts

Import activities

Last updated: November 8, 2022

Applies to:

All products and plans

To create and associate activities with records in bulk, you can import a file to log new activities. Through an import, you can create new records and associate activities with them, or associate new activities to existing records. The activities you can import are calls, emails, meetings, notes, and tasks.

To create an individual activity on a record, learn more about manually logging activities.

Please note: you can only import to create new activities. You cannot import to update existing activities.


Set up your import files

Before you can import your activities, you'll need to set up your files to include certain properties and meet formatting requirements. Below learn the properties that can be imported for each activity, how to format property data, and access example import files. For further guidance, you can download sample import files.

Please note: the properties and requirements listed below apply specifically to activities. Refer to this article for more information about general requirements for files, object properties, and associations.

Calls

The properties that can be imported for calls include:

  • Call notes: a text field that describes or provides context about the call. This is required when importing calls.
  • Call direction: the direction of the call, either Inbound or Outbound.
  • Call source: the source of the call. Options include VoIP, Zoom, or Integrations platform.
  • Call status: the status or outcome of the call. Options include Busy, Canceled, Completed, Connecting, Failed, In progress, Missed, No answer, Queued, or Ringing.
  • Call title: the name of the call.
  • Recording URL: a URL to access the call's recording.
  • Transcript available: indicates if the call has a transcript, either TRUE or FALSE.
  • Activity assigned to: the owner of the call. The value for this property must be either the user's name in HubSpot, or the user's email address. 
  • Activity date: the date and time the call occurred. To format the value for this property:
    • Valid date formats include mm/dd/yyyy (10/28/2020), dd/mm/yyyy (28/10/2020) or, yyyy-mm-dd (2020-10-28).
    • To include a time, add the timestamp as hh:mm (28/10/2020 14:30). By default, the import tool uses a 24-hour clock. To specify a 12-hour clock, add AM or PM to the timestamp (10/28/2020 2:30 PM). If you don't include a timestamp, the activity's start time is set to midnight by default.
  • Call type: the type of call. Possible values include the options you've set in your call and meeting type settings.

Emails

The properties that can be imported for emails include:

  • Email body: the text body of the email. This is required when importing emails.
  • Email direction: the direction of the email, either Incoming or Outgoing. This is required when importing emails.
  • Email subject: the subject line of the email.
  • Email send status: the status of the email. Options include Bounced, Failed, Scheduled, Sending, or Sent.
  • Activity assigned to: the owner of the email. The value for this property must be either the user's name in HubSpot, or the user's email address. 
  • Activity date: the date and time the email was sent or received. To format the value for this property:
    • Valid date formats are mm/dd/yyyy (10/28/2020), dd/mm/yyyy (28/10/2020) or, yyyy-mm-dd (2020-10-28).
    • To include a time, add the timestamp as hh:mm (28/10/2020 14:30). By default, the import tool uses a 24-hour clock. To specify a 12-hour clock, add AM or PM to the timestamp (10/28/2020 2:30 PM). If you don't include a timestamp, the activity's start time is set to midnight by default.

Meetings

The properties that can be imported for meetings include:

  • Meeting description: a text field to describe the meeting. This is required when importing meetings.
  • Internal meeting notes: a text field to add notes about the meeting.
  • Location type: the type of location where the meeting was hosted. Options include Phone Call, Address, or Video Conference.
  • Meeting location: the name of the meeting's location.
  • Meeting name: a name for the meeting.
  • Activity date: the date and time the meeting occurred. To format the value for this property:
    • Valid date formats are mm/dd/yyyy (10/28/2020), dd/mm/yyyy (28/10/2020) or, yyyy-mm-dd (2020-10-28).
    • To include a time, add the timestamp as hh:mm (28/10/2020 14:30). By default, the import tool uses a 24-hour clock. To specify a 12-hour clock, add AM or PM to the timestamp (10/28/2020 2:30 PM). If you don't include a timestamp, the activity's start time is set to midnight by default.
  • Meeting start time: the time the meeting started. The value should be in the same date/time format as the activity date property (e.g., 10/28/2020 2:30 PM).
  • Meeting end time: the time the meeting ended. The value should be in the same date/time format as the activity date property (e.g., 10/28/2020 16:30).
  • Activity assigned to: the owner of the meeting. The value for this property must be either the user's name in HubSpot, or the user's email address. 
  • Meeting outcome: the meeting's outcome. Possible values include the options you've set in your call and meeting outcome settings.
  • Meeting type: the type of meeting. Possible values include the options you've set in your call and meeting type settings.

Notes

The properties that can be imported for notes include:

  • Note body: the text body of the note. This is required when importing notes.
  • Activity assigned to: the owner of the note. The value for this property must be either the user's name in HubSpot, or the user's email address. 
  • Activity date: the date and time the note was created. To format the value for this property:
    • Valid date formats are mm/dd/yyyy (10/28/2020), dd/mm/yyyy (28/10/2020) or, yyyy-mm-dd (2020-10-28).
    • To include a time, add the timestamp as hh:mm (28/10/2020 14:30). By default, the import tool uses a 24-hour clock. To specify a 12-hour clock, add AM or PM to the timestamp (10/28/2020 2:30 PM). If you don't include a timestamp, the activity's start time is set to midnight by default.

Tasks

The properties that can be imported for tasks include:

  • Task title: the name of the task. This is required when importing tasks.
  • Due date: the date and time the task is due. This is required when importing tasks. To format the value for this property: 
    • Valid date formats are mm/dd/yyyy (10/28/2020), dd/mm/yyyy (28/10/2020) or, yyyy-mm-dd (2020-10-28).
    • To add a time, add the timestamp as hh:mm (28/10/2020 14:30). By default, the import tool uses a 24-hour clock. To specify a 12-hour clock, add AM or PM to the timestamp (10/28/2020 2:30 PM). If you don't include a timestamp, the due time will be set to midnight by default.
  • Activity assigned to: the user assigned to complete the task. The value for this property must be either the user's name in HubSpot, or the user's email address. 
  • Notes: a text field to add notes about the task.
  • Priority: the priority assigned to the task. Options include Low, Medium, or High.
  • Task type: the type of task. Options include Call, Email, or To-Do. If you don't set a type during import, the task will be set to To-Do by default. 
  • Task Status: the status of the task. Options include Completed, Deferred, In Progress, Not started, or Waiting.

Import activities

Once you've set up your files, you can import and associate activities with records. Calls and tasks can be imported on their own, while emails, meetings, and notes must be imported with an object (e.g., contacts, companies, etc).

Please note: depending on the objects you're importing with activities, there may be additional steps that aren't included below. For more guidance, learn how to set up your object import files and how to import and associate multiple objects.

  • In your HubSpot account, click the settings settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Import & Export.
  • Click Go to import.
  • On the Imports page, click Start an import.
  • Select File from computer, then click Next.
  • Depending on the data you're importing, select One file or Multiple files with associations:
    • Select One file if you're importing only calls, only tasks, or multiple objects in one file.
    • Select Multiple files with associations if you're importing and associating multiple objects in more than one file.
  • Click Next to continue.
  • Depending on the data you're importing, select One object or Multiple objects:
    • Select One object if you're importing only calls or tasks.
    • Select Multiple objects if you're importing an activity associated with an object. Emails, meetings, and notes can only be imported with an object (e.g., contacts, companies, etc.)
  • Select the activities and objects to import, then click Next to continue.
import-object-and-activity
  • Click choose a file, then select your import file(s).
  • Specify the language of your import, then click Next to continue.

  • If you're importing multiple files, select the common column header and unique key, then click Next.
  • On the Map columns in your file to [object] properties screen, HubSpot will map the columns in your file to your selected object or activity's properties based on the header, the header language, and the property name.
  • If any columns were matched to the wrong object or activity's properties, click the dropdown menu in the Import as column then select the correct [Object/Activity] properties.

mapping-page-activities-import

  • If any columns do not match an existing property, click the dropdown menu in the HubSpot Property column:
    • To map the column to an existing property, select an existing property.

    • To set up a new custom property (objects only), click Create a new property, then set up your new property.
  • If you're importing activities to existing records using Record ID values (e.g., create new emails and associate them with existing contacts), click the dropdown menu in the Import as column, then select Record ID - [Object].
  • Once all columns are mapped to a property or set to Don't import column, click Next.
  • Complete the information on the Details screen.

  • Once you've set the options for your import, click Finish import in the bottom right. 

After you've imported, you can view the activities on your records. If you imported calls or tasks, you can also view them on the calls or tasks index pages.

Was this article helpful?
This form is used for documentation feedback only. Learn how to get help with HubSpot.