Note: Hubspot has deprecated its API key since November 2022. This change affects importing your engagement data, like tasks, appointments, notes, and call logs. Please reach out to Hubspot support to retrieve this data
To export your contacts in HubSpot
Go to Contacts list view > Table Actions > Export View
Choose CSV as the file format. Click Export
Note: The web application supports only CSV. Other format file exports will not be supported.
You will receive an email containing the export data from HubSpot which you can use to download the contacts
Pre-requisites before migration:
Export file size should be less than 250 MB
Add the users in the web application to assign the records that would be migrated.
Create custom fields with exact column header names - You can import the custom fields from your source CRM as long as you remember to create the same fields in the web application. The names and the field type need to be the same for the import to be successful. For example, if you've got a custom field called FirstName you need to create a custom field in the web application and name it FirstName.
How to import using the wizard onto the Web Application?
Go to Admin Settings > HubSpot Migration
In the HUBSPOT MIGRATION overlay that appears, confirm if you have added users and created custom fields by enabling the checkboxes provided
Under the IMPORT YOUR DATA section, click Upload CSV, search for the CSV file on your computer and import the record/s- Contact, Account, and Deal.
To import Engagement Data (tasks, appointments, notes, and call logs) enter the HubSpot API key
Note: To find the HubSpot API key, go to Profile icon > Profile and Preferences > Integrations > API Key. Click Copy to copy your API key. If there is not an API key already generated, click on the Create key button to generate an API key.
On successful import, you will receive a success message
How are the records imported?
Only 250000 API hits can be imported in one day. If there are more APIs, the import will be carried over to the next day.
The following are the web application's and the equivalent Hubspot Contact fields that would be mapped for import:
The following are the web application's and the equivalent Hubspot Account fields that would be mapped for import:
The following are the web application's and the equivalent Hubspot Deal fields that would be mapped for import:
Contact's email field is not a required field in Hubspot. The fields - first name, last name and email are mandatory. Records without email will be skipped.
Account name is not a unique field in Hubspot. Accounts with the same name will be merged in the web application, with the first account created as the primary source.
What are the reasons for the failure of import?
Invalid email address - If the email addresses in your CSV/XLSX file aren’t of the proper format (e.g: jamesampleton@sales, jeangrey.com)
Unmapped Columns - Columns that aren’t mapped with any of the fields in the web application.
Improper Field Type - If the field type is different from the type of value in the column.
Drop-down Values - If you’re mapping a column with values for a picklist (such as Radio button/Checkbox/Drop down menu) with a field in the web application (also a picklist), you need to double-check that the values in the column match with the choices of the field (picklist) in the web application. For e.g: If you’ve got a column that has the values 1, 2, 3 for the Number of contacts attempted and want to map it to a radio button (field) in the web application, make sure that that radio button has 1, 2, 3 as the field’s choices.
Checkbox column values: If you want to map one of the fields as a checkbox, it should only contain True or False. If not, the import for that column would remain blank and the process will move on.
Invalid file - If the uploaded file is not a valid zip file
At Least one file is required to start the import - Ensure that the contact, account, or deal file is uploaded to start the import process.