How to Do a HubSpot CSV Import

Successful businesses need to know how to pivot in response to their customers’ dynamic needs. In order to do so, they need to understand their customers and forge strong relationships with them. Fortunately, a powerful CRM solution removes much of the heavy lifting from these processes.

A CRM solution like HubSpot increases visibility and efficiency for sales and marketing teams, boosting sales while improving customer retention and pipeline forecasting. HubSpot not only facilitates marketing automation, but helps you manage the full lifecycle of every customer — all within a centralized set of HubSpot dashboards.

Of course, before you can actually start driving value with HubSpot, you must import your data into the platform by performing a HubSpot import (or, more likely, multiple HubSpot imports). This step-by-step tutorial will walk you through two common ways to get your data into HubSpot via a CSV import. Below, we will cover how to:

1. Prepare your data for import into HubSpot
2. Import data on a single HubSpot object
3. Import data for multiple associated HubSpot objects
4. Automate this work using an alternative solution that eliminates the need for manual data imports and exports

Prepare your data for import into HubSpot

Before you import your data, you’ll need to organize it outside HubSpot. To do so, follow this process:

1. Organize your data in line with HubSpot properties.

In a spreadsheet tool like Excel or Google Sheets, ensure that each type of information has its own column — all first names in one column, all email addresses in another, and so forth. To prevent headaches down the line, match each column header with either a default HubSpot object property or a custom object property you’ve already created in your HubSpot.

2. Remove blank spaces (and other sloppy data) in your spreadsheet.

Double-check that there are no unintentional blank spaces, stray column headers, or randomly placed information in your spreadsheet. If you see any of these things, remove them to avoid errors during the import process.

3. Save your spreadsheet as a CSV file.

Once your data is cleaned up and ready to go, save your spreadsheet as a CSV file. In Google Sheets, use the following navigation path: File > Download > Comma-separated values (.csv). In Excel, use this navigation path: File > Save As… > File Format > Comma Separated Values (.csv) > Save.

How to import data on a single HubSpot object

Now that you’ve prepared your data, you can begin the process of importing your CSV file to HubSpot. Ready to get started?

1. Navigate to the import homepage.

After logging in to HubSpot, click the “Settings” icon (the gear) in the upper-right corner. In the left sidebar, select “Import & Export.” Click the “Go to import” button.

2. Choose your import type and the HubSpot object(s) you want to import.

In the “Import” box, click the “Start an import” button, select the “Files from computer” option, then click the “Next” button. Select the “One file” option, then click the “Next” button once more.

Now, you can select the type and number of HubSpot objects you want to import. For this example, let’s focus on importing one object: Contacts. Select the “One object” option, then click the “Next” button. Then, since we’re focusing on Contacts, select the “Contacts” option, then, you guessed it, click the “Next” button.

3. Upload your CSV file.

Upload your file using one of the options HubSpot provides (dragging and dropping or choosing a file from your computer). (Note that you should not check the “Update existing Contacts using ‘Contact ID’ exported from HubSpot” box unless the data you’re importing was created by exporting your Contacts from HubSpot. If the data you’re importing was created in this way, you may check this box if you want to override the data in your HubSpot with the new data you’re importing.)

Once you’ve uploaded your CSV file, click the “Next” button.

4. Map the columns in your CSV to HubSpot properties.

In this step, you need to map the data you’re importing over HubSpot’s Contact properties. Assuming you organized your data in line with HubSpot properties, this step should be a breeze. HubSpot will automatically match column headers in your CSV file to HubSpot properties as long as the two are identical (or slight variations of each other like “Associated company” and “Company name”). For instance, if your CSV file has columns for First Name, Last Name, Email, and Phone Number, HubSpot will map the data in each of these columns to the corresponding properties of your HubSpot Contacts.

If any columns in your CSV file do not match an existing property, you can take one of the following steps via the dropdown menu in the “HubSpot Property” column:

• To map the column to an existing property, simply select the existing property of your choice.
• To set up a new custom property, click “Create a new property,” then fill in your new property in the right panel. The data in this column will then be matched to this new custom property you’ve just created.
• To skip importing a column, select “Don’t import column.” To skip importing data from all unmatched columns, check the “Don’t import data in unmatched columns” box in the lower-right corner. Note that many HubSpot properties are read-only properties for which you cannot import data. This is a major pain point of HubSpot, and is just one of the many reasons sales and marketing leaders often choose to adopt a flexible HubSpot data integration tool like Actiondesk (more on this later).

Once all columns are either mapped to a property or set to “Don’t import column,” click the “Next” button.

5. Finalize your HubSpot CSV import.

Name your import something that’s easy to recognize and easy to differentiate from other imports. If you want to create a new list of contacts, check the “Create a list of contacts from this import” box (this is usually a good idea). Then, read the disclosures and check the box if you agree (learn more about HubSpot’s acceptable use policy here). Finally, if you are planning to, for instance, send emails or other marketing communications to the contacts in the CSV file you’re importing, check the “Set all contacts as marketing contacts” box.

When you’re ready, click the “Finish import” button. Et voilà! You’ll now be taken back to the import homepage where you’ll be able to view the data you’ve just imported. (Depending on the size of your CSV file, it may take a bit of time before your import is ready to be viewed. HubSpot will send you an email notifying you when your import is complete.)

Once your import is complete, when you navigate through Contacts > Contacts, you’ll see all the data in your CSV file reflected in your list of Contacts.

How to import data on multiple associated HubSpot objects

You now know how to import data on a single HubSpot object. But what about when you want to import data on multiple HubSpot objects that are related to each other? Luckily, the process is very similar to the process you’ve just completed.

1. Navigate to the import homepage.

After logging in to HubSpot, click the “Settings” gear icon in the upper-right corner. In the left sidebar, select “Import & Export.” Click on the “Go to import” button.

2. Choose your import type and the HubSpot objects you want to import.

In the “Import” box, click the “Start an import” button, select the “Files from computer” option, then click the “Next” button. Select the “Multiple files with associations” option, then click the “Next” button once more.

Now, you can select the type of associated HubSpot objects you want to import. For this example, let’s focus on importing Contacts and Deals. Select the “Contacts” option and the “Deals” option, then, you guessed it, click the “Next” button.

3. Upload your CSV files.

Upload your files using one of the options HubSpot provides (dragging and dropping or choosing a file from your computer). For this example, you’ll need to upload one CSV file with your Contacts data and one CSV file with your Deals data. Both of these files should be prepared in line with the steps outlined above. Additionally, they must feature at least one common column header in order to be associated with each other in HubSpot.

(Note that you should not check the “Update existing Contacts using ‘Contact ID’ exported from HubSpot” or “Update existing Deals using ‘Deal ID’ exported from HubSpot” boxes unless the data you’re importing was created by exporting your Contacts and Deals from HubSpot. If the data you’re importing was created in this way, you may check said box if you want to override the data in your HubSpot with the new data you’re importing.)

Once you’ve uploaded your chosen CSV files, click the “Next” button. 

4. Choose how to associate your data.

You now need to choose how to associate the data on your two HubSpot objects (Contacts and Deals). Use the dropdown menu on the page to select which common column you want to use. For this example, we’ll use “Deal Name.”

HubSpot requires you to specify which HubSpot object the common column you’ve selected belongs to. Because we chose “Deal Name” as the common column header, we’ll go ahead and make it the unique key for our Deals. Once you’ve made your selections, click the “Next” button.

5. Map the columns in your first CSV to HubSpot Contact properties.

In this step, you need to map the data you’re importing over HubSpot’s Contact properties. HubSpot will automatically match column headers in your CSV file to HubSpot properties as long as the two are identical (or slight variations of each other like “Associated company” and “Company name”). For instance, if your CSV file has columns for First Name, Last Name, Email, and Phone Number, HubSpot will map the data in each of these columns to the corresponding properties of your HubSpot Contacts.

If any columns in your CSV file do not match an existing property, you can take one of the following steps via the dropdown menu in the “HubSpot Property” column:

• To map the column to an existing property, simply select the existing property of your choice.
• To set up a new custom property, click “Create a new property,” then fill in your new property in the right panel. The data in this column will then be matched to this new custom property you’ve just created.
• To skip importing this column, select “Don’t import column.” To skip importing data from all unmatched columns, click the “Don’t import data in unmatched columns” box in the lower-right corner. Note that many HubSpot properties are read-only properties for which you cannot import data.

Once all columns are either mapped to a property or set to “Don’t import column,” click the “Next” button.

6. Map the columns in your second CSV to HubSpot Deal properties.

In this step, you need to map the data you’re importing over HubSpot’s Deal properties. Again, HubSpot will automatically match column headers in your CSV file to HubSpot properties as long as the two are identical (or slight variations of each other). For instance, if your CSV file has columns for Deal Name, Pipeline, and Deal Stage, HubSpot will map the data in each of these columns to the corresponding properties of your HubSpot Deals.

If any columns in your CSV file do not match an existing property, you can take one of the following steps via the dropdown menu in the “HubSpot Property” column:

• To map the column to an existing property, simply select the existing property of your choice.
• To set up a new custom property, click “Create a new property,” then fill in your new property in the right panel. The data in this column will then be matched to this new custom property you’ve just created.
• To skip importing this column, select “Don’t import column.” To skip importing data from all unmatched columns, click the “Don’t import data in unmatched columns” box in the lower-right corner. Note that many HubSpot properties are read-only properties for which you cannot import data.

Once all columns are either mapped to a property or set to “Don’t import column,” click the “Next” button.

7. Finalize your HubSpot CSV import.

Name your import something that’s easy to recognize and easy to differentiate from other imports. Then, read the disclosures and check the box if you agree (learn more about HubSpot’s acceptable use policy here).

When you’re ready, click the “Finish import” button. You’ll now be taken back to the import homepage where you’ll be able to view the data you’ve just imported. (Depending on the size of your CSV files, it may take a bit of time before your import is ready to be viewed. HubSpot will automatically send you an email notifying you when your import is complete.)

Once your import is complete, when you navigate to Contacts > Contacts, you’ll see all the data in your first CSV file reflected in your list of Contacts. What’s more, when you navigate to Sales > Deals, you’ll see all the data in your second CSV file reflected in your HubSpot pipeline. Then, if you click on a Deal, you’ll be able to see (and drill down into) all the information on the Contact that is associated with the Deal.

Streamline data management with an automated data integration solution like Actiondesk

There’s no question that HubSpot is a powerful CRM solution, but importing and exporting data from HubSpot any time you want to explore it in a spreadsheet can become very tedious, very quickly. That’s where Actiondesk’s intuitive cloud-based spreadsheet interface can help.

You only need to connect Actiondesk to HubSpot once — a process that takes just a few clicks. Then, as you update your data in HubSpot, your data in Actiondesk will automatically update, as well — no CSV exports or imports required! Actiondesk enables you to build custom dashboards, HubSpot reports, and data visualizations to gain in-depth insight into your HubSpot data without needing extensive technical expertise. Know a few good Google Sheets or Excel formulas? Use them in Actiondesk to organize, analyze, and visualize all your critical sales and marketing data.

Actiondesk also enables you to integrate data from multiple data sources: not only HubSpot, but SQL, Airtable, Salesforce, Intercom, Stripe, and more. This helps you achieve a comprehensive understanding of both your sales pipeline and your business’ health at large.

Try Actiondesk for free today to gain greater visibility into your HubSpot data without the hassle of repeated CSV imports and exports!