How to export your contacts from HubSpot?

To export your contacts in HubSpot

  1. Go to Contacts list view > Table Actions > Export View

  1. Choose CSV as the file format. Click Export

Note: Freshworks CRM supports only CSV. Other format file exports will not be supported.

  1. You will receive an email containing the export data from HubSpot which you can use to download the contacts

Pre-requisites before migration:

  1. Export file size should be less than 250 MB

  2. Add the users in Freshworks CRM to assign the records that would be migrated.

  3. 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 Freshworks CRM. 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 Freshworks CRM and name it FirstName.

How to import using the wizard onto Freshworks CRM?

  1. Go to Admin Settings > HubSpot Migration

  1. In the HUBSPOT MIGRATION overlay that appears, confirm if you have added users and created custom fields by enabling the checkboxes provided

  1. 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.

  2. 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.


  1. Click Import

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.


Contact Fields

The following are the FWCRM and the equivalent Hubspot Contact fields that would be mapped for import:


Freshworks CRM Field

HubSpot Field

Description

Source

Original Source

First known source the contact used to find your website. Set automatically, but may be updated manually.

Address

Street Address

Contact's street address, including apartment or unit number.

City

City

A contact's city of residence

Country

Country/Region

The contact's country/region of residence. This might be set via import, form, or integration.

created_at

Create Date

The date that a contact entered the system

Email

Email

A contact's email address

Fax

Fax Number

A contact's primary fax number

First name

First Name

A contact's first name

external_id

Contact ID

The unique ID for this contact.

Job title

Job Title

A contact's job title

Last name

Last Name

A contact's last name

Lifecycle stage

Lifecycle Stage

The qualification of contacts to sales readiness. It can be set through imports, forms, workflows, and manually on a per contact basis.

Mobile

Mobile Phone Number

A contact's mobile phone number

Work

Phone Number

A contact's primary phone number

State

State/Region

The contact's state of residence. This might be set via import, form, or integration.

Twitter

Twitter Username

The contact's Twitter handle.

Zipcode

Postal Code

The contact's zip code. This might be set via import, form, or integration.

Do not disturb

Unsubscribed from all email

Indicates that the current email address has opted out of all email.

Owner

Contact owner

The owner of a contact.

LinkedIn

LinkedIn Bio

A contact's LinkedIn bio

Account Name

Associated Company

Associated company name

Account Fields

The following are the FWCRM and the equivalent Hubspot Account fields that would be mapped for import:


Freshworks CRM Field

HubSpot Field

Description

Address

Street Address

Street address of the company or organization, including unit number.

Annual revenue

Annual Revenue

The actual or estimated annual revenue of the company.

City

City

City where the company is located.

Country

Country/Region

Country in which the company or organization is located.

created_at

Create Date

The date the company or organization was added to the database

Description

Description

A short statement about the company's mission and goals.

external_id

Company ID

The unique ID for this company.

parent_sales_account_id

Parent Company

The parent company of this company

Industry type

Industry

The type of business the company performs. By default, this property has approximately 150 pre-defined options to select from. 

Name

Name

The name of the company or organization.

Number of employees

Number of Employees

The total number of employees who work for the company or organization.

Owner

HubSpot Owner Email

Owner email for this company or organization

Phone

Phone Number

Company primary phone number.

State

State/Region

State or region in which the company or organization is located.

Website

Website URL

The main website of the company or organization. This property is used to identify unique companies.

Zipcode

Postal Code

Postal or zip code of the company or organization.

Facebook

Facebook Company Page

The URL of the Facebook company page for the company or organization

LinkedIn

LinkedIn Company Page

The URL of the LinkedIn company page for the company or organization

Twitter

Twitter Handle

The main twitter account of the company or organization

Account.contacts

Associated Contacts

The contacts associated with this company

Account.deals

Associated Deals

The deals associated with this company


Deal Fields

The following are the FWCRM and the equivalent Hubspot Deal fields that would be mapped for import:


Freshworks CRM Field

HubSpot Field

Description

Source

Original Source Type

Original source for the contact with the earliest activity for this deal.

Lost reason

Closed Lost Reason

Reason why this deal was lost

Deal stage

Deal Stage

The stage of the deal. Deal stages allow you to categorize and track the progress of the deals that you are working on.

Pipeline

Pipeline

The pipeline the deal is in. This determines which stages are options for the deal.

Deal value

Amount

The total amount of the deal

currency_id

Currency

Currency code for the deal.

closed_date

Close Date

Date the deal was closed.

created_at

Create Date

Date the deal was created.

name

Deal Name

The name given to this deal.

external_id

Deal ID

The unique ID for this deal.

Owner

Deal owner

User the deal is assigned to.

contacts

Related Contacts

The list of contacts associated with the deal.

sales_account

Associated Company

The account that the deal belongs to.


Task Fields

The following are the FWCRM and the equivalent Hubspot task fields that would be mapped for import:


Freshworks CRM Field

HubSpot Field

Description

created_at

createdAt

Created time

owner_id

ownerId

Find the corresponding owner id in Freshworks CRM

Targetable

associations

In case of multiple associations, select the first record in the precedence of contact, company, deal. All other associations can be dropped

duedate

engagement.timestamp

Timestamp that denotes when the task is due to be completed

description

metadata."body"

Description of the task

title

metadata.subject

Title of the task

status

metadata.status

Completed will correspond to COMPLETED. Open will correspond to NOT_STARTED, IN_PROGRESS, WAITING, or DEFERRED.


Notes Fields

The following are the FWCRM and the equivalent Hubspot notes fields that would be mapped for import:


Freshworks CRM Field

HubSpot Field

Description

created_at

createdAt

Created time.

owner_id

ownerId

Find the corresponding owner id in Freshworks CRM.

Targetable

associations

In case of multiple associations, select the first record in the precedence of contact, company, deal. All other associations can be dropped

"contactIds": [2],

"companyIds": [],

"dealIds": [],

"ownerIds": [],

"workflowIds": [],

"ticketIds": []

description

metadata.body

Description of the task.


Appointments Fields

The following are the FWCRM and the equivalent Hubspot appointments fields that would be mapped for import:


Freshworks CRM Field

HubSpot Field

Description

created_at

createdAt

Created time

owner_id

ownerId

Find the corresponding owner id in FW CRM

Targetable

associations

In case of multiple associations, select the first record in the precedence of contact, company, deal. All other associations can be dropped

"contactIds": [2],

"companyIds": [],

"dealIds": [],

"ownerIds": [],

"workflowIds": [],

"ticketIds": []

from_date

metadata.startTime

Timestamp that denotes the start of appointment/

Start date if this is an all day appointment

end_date

metadata.endTime

Timestamp that denotes the end of appointment/

End date if this is an all day appointment

time_zone

utc

Timezone that the appointment is scheduled in

title

metadata.title

Title of the appointment

description

metadata.body

Description of the appointment


Call logs Fields

The following are the FWCRM and the equivalent Hubspot call logs fields that would be mapped for import:


Freshworks CRM Field

HubSpot Field

Description

created_at

createdAt

Created time

owner_id

ownerId

Find the corresponding owner id in Freshworks CRM

Targetable

associations

In case of multiple associations, select the first record in the precedence of contact, company, deal. All other associations can be dropped


phone_numbers

metadata.toNumber

Phone Number

phone_numbers

metadata.fromNumber

Phone Number

recording

metadata.recordingUrl

Call Recording

notes

metadata.body

Call log notes recording

outcome_id

metadata.disposition

Call outcome

call_duration

metadata.durationMilliseconds

Duration of the call


Custom Fields


Freshworks CRM Field

HubSpot Field

Text Field

Single Line Text

Text area field

Multiple line text

Multi-select

Multiple checkboxes

Radio button

Radio select

Dropdown

Dropdown select

Number

Number

Date picker

Date picker

Checkbox

Single checkbox

Lookup field related to User

HubSpot User


Note: 

  1. 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. 

  2. Account name is not a unique field in Hubspot. Accounts with the same name will be merged in Freshworks CRM, 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 Freshworks CRM.

  • 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 Freshworks CRM (also a picklist), you need to double-check that the values in the column match with the choices of the field (picklist) in Freshworks CRM. 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 Freshworks CRM, 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.