How to import contacts and companies into the CRM

Last updated: December 16, 2016

Available For:

Marketing: N/A
Sales: Free, Professional

Contacts and companies are the main components of your CRM. When you get started with HubSpot's CRM, you'll want to bring in information about your existing contacts and companies to create the most comprehensive database possible. You can import lists of existing contacts and companies using a .csv file by following the instructions below.

To give context to your records, HubSpot can automatically associate your contacts and companies based on domain. To find out more about this, click here. You can also manually associate company and contact records. For instructions, check out this article.

Contacts

1. Navigate to Contacts

Click on Contacts in the main navigation bar. 

2. Import

Click the Actions dropdown in the top right and select Import contacts

On the Imports screen, click Start a new import

3. Choose the import type

You'll be prompted to choose an import type:

  • A .csv file: this allows you to upload a list of existing contacts in a .csv spreadsheet.
  • Salesforce records: this allows you to import data directly from your Salesforce account. 
  • An opt-out list: this allows you to upload a .csv file of contacts who are disqualified from receiving email from you because they have opted out. 

We're going to walk through how to import a spreadsheet of your companies, so choose A .csv file here. On the next screen, choose Contacts

4. Upload your .csv file

Click Select a file button to upload the .csv file you wish to import. Alternatively, you can drag a file into the dotted box to upload your file. You'll want to set up your .csv file to include columns for each of the properties you'd like to import. During the import process, you'll map these columns to existing properties in the CRM or create new ones. For a sample Contacts .csv file, click here.

Once the file is selected, click Upload.

5. Set up your import details

On the next screen, you can set the details of your import. By default, the import name field will be populated with the name of your .csv file, but you can customize this if you'd like. You can also choose to import your contacts without email addresses, but keep in mind that HubSpot deduplicates contacts based on email and this can lead to duplicate records in the future.

Click on Advanced settings to see more options. Here you can choose to import these contacts and automatically set their lifecycle stage upon import. You can also set the formatting for any imported date properties. 

Once you've set up your import details, click Next, map your properties.  

6. Map your columns

HubSpot will automatically match the columns in your .csv file to contact properties that currently exist in the CRM. 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. 

Note that HubSpot deduplicates companies based on the Company Domain Name property so you'll want to include this in your import to avoid creating duplicate records. 

If any columns do not match an existing property, they will appear in the Columns without matches section. Click on the dropdown 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

7. Confirm the validity of your list

The final step in importing a list is to confirm that your list is valid to respect the privacy of the contacts and to make sure you're not importing a list of people that don't have a current relationship with your business. Simply select the appropriate answers, type your initials in the box, and click Finish Import.

Companies

1. Navigate to Companies

Click Companies in the main navigation bar. 

2. Import

Click the gear icon in the top right, then select Import companies

On the Imports screen, click Start a new import

3. Choose the import type

You'll be prompted to choose an import type:

  • A .csv file: this allows you to upload a list of existing companies in a .csv spreadsheet.
  • Salesforce records: this allows you to import data directly from your Salesforce account. 
  • An opt-out list: this allows you to upload a .csv file of contacts who are disqualified from receiving email from you because they have opted out. 

We're going to walk through how to import a spreadsheet of your companies, so choose A .csv file here. On the next screen, choose Companies

4. Upload your .csv file

Click Select a file button to upload the .csv file you wish to import. Alternatively, you can drag a file into the dotted box to upload your file. You'll want to set up your .csv file to include columns for each of the properties you'd like to import. During the import process, you'll map these columns to existing properties in the CRM or create new ones. For a sample Companies .csv file, click here.

Once the file is selected, click Upload.

5. Set up your import details

On the next screen, you can set the details of your import. By default, the import name field will be populated with the name of your .csv file, but you can customize this if you'd like. 

Click on Advanced settings to see more options. Here you can set the formatting for any imported date properties. 

Once you've set up your import details, click Next, map your properties.  

6. Map your columns

HubSpot will automatically match the columns in your .csv file to company properties that currently exist in the CRM. 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. 

If any columns do not match an existing property, they will appear in the Columns without matches section. Click on the dropdown 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 Finish import

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