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SOP | HubSpot | How to Import Data

Purpose & Overview

This SOP explains the process for importing data into HubSpot, including selecting data types, mapping properties, and managing record IDs. It ensures data imports are handled accurately and efficiently to maintain data integrity.

Step-by-Step Instructions

  1. Navigate to the left-hand sidebar in HubSpot.

  2. Scroll down and select Import.

  3. Go to Data Management (represented by the four stacked circles icon).

  4. Within Data Management, select Data Integration.

  5. Choose Import Data from the available options.

  6. Click Start an Import to begin.

  7. When prompted, choose the type of data you want to import (e.g., Companies, Contacts, Deals, Subscriptions, Tickets, Line Items, or Orders).

  8. For this example, select Companies and Contacts.

  9. Click Next in the bottom-right corner.

  10. Drag and drop your file into the upload area (e.g., data exported from Airtable).

  11. Choose what HubSpot should do with existing data:

    • Create and update companies – update existing records and add new ones.

    • Create new only – ignore existing records and import only new ones.

    • Update existing only – update records already in HubSpot, skipping new ones.

  12. Click Next in the bottom-right corner.

  13. Review the mapping of your file’s column headers to HubSpot properties.

  14. Ensure that each column is mapped correctly.

  15. Locate and confirm the unique identifiers (e.g., Record ID, Company ID, Contact ID).

    • HubSpot requires a Record ID or other unique key to update records correctly.

  16. Verify that each mapped property displays a green checkmark, indicating a successful match.

  17. If a mapping shows a yellow warning, click Choose or Create a Property and select the correct HubSpot property.

  18. Continue resolving all yellow warnings until all mappings show green checkmarks.

  19. Click Next to proceed once there are no mapping errors.

  20. Name your import appropriately.

  21. Click Import File to begin the import.

  22. Wait for the import confirmation message indicating completion.

Video Walkthrough:

https://www.loom.com/share/29e3453102c9401ba014cf70aa8ce162?sid=85e0b3d2-03ba-453b-af34-ca17d16f4641

Troubleshooting & FAQs

Q: Why can’t I click “Next” on the mapping screen?
A: HubSpot requires all columns to be mapped with valid properties. If any column is unassigned or incorrectly matched, the “Next” button will remain disabled until fixed.

Q: What is a Record ID, and why is it needed?
A: The Record ID is a unique identifier HubSpot uses to match and update records during import. Without it, HubSpot cannot determine which record to update.

Q: What do the green and yellow icons mean during mapping?
A:

  • Green checkmark = Successfully mapped property.

  • Yellow icon = Mapping error that must be resolved before continuing.

Ownership

Technology Manager