Best Practices for Checking and Adding Contacts to HubSpot

[TVaz]

Hi everyone,

I have a list of contacts that I need to cross-check with our Hubspot database to see if they are already there. If they aren't, I need to add them to Hubspot.

Could anyone suggest an effective and efficient way to accomplish this task? Any tools or methods that could streamline the process would be greatly appreciated.

Thanks in advance! 🙂

[RBozeman]

Hey @TVaz,

There are a couple of things you can do. First, during the important you should catch any duplicates by email address. Additionally, check the validation on any customer or employee facing forms to ensure that the data is going in formatted correctly and cleanly. That should take care of a good amount of the duplicates, but if you want to go to the next level you can use Ops Hub or the API to custom code something that will be able to check using other fields. 

Also wanted to mention that Insycle (full disclosure, I work for Insycle) allows you to identify duplicates using any field in your database. So you could catch duplicates using fields like addresses, phone numbers, names, etc. And that goes not just for contacts, but companies, deals, tickets, and custom objects as well. Additionally, you can set up advanced rules for retaining data during the merge. That way you can ensure that you never lose data when merging, as HubSpot typically keeps data from the most recently updated record/field. 

[KhushbooRevOps]

Hi @TVaz ,

This can be easily done by using tools like Zapier or Integromat to automate the process.

Start by setting up a workflow that compares your contact list with existing records using email addresses. If a contact isn't found, automatically create a new contact record in HubSpot. This saves time and ensures your database remains updated without manual input for each contact.

I hope it helps!

[Gaurav_Aggarwal]

Hey @TVaz 

To efficiently cross-check and import a list of contacts into HubSpot, follow these steps:

Export Your Current Contacts: Navigate to CRM > Contacts.

In the upper right, click Export to download your current contacts.

Prepare Your Import List:

Ensure your list of new contacts is in a CSV file. Format the CSV file to match the properties in HubSpot (e.g., email, name, company).

Import Contacts into HubSpot: Go to CRM > Contacts.

In the upper right, click Import. Follow the prompts to upload your CSV file.

Check for Duplicates: HubSpot uses email addresses to duplicate contacts automatically.

During import, HubSpot will notify you if there are any duplicates and give you options to either update existing records or skip them.

Review Imported Contacts:

After the import, review the newly added contacts to ensure all information is accurate.

HubSpot's Import Tool: Automatically handles duplicates and updates existing contacts.

For more details, you can refer to the HubSpot guide on importing contacts: https://knowledge.hubspot.com/import-and-export/import-objects?hubs_content=knowledge.hubspot.com/re... 

[TomM2 · Accepted solution]

Hey @TVaz you can just import them, if the email address matches an existing contact it will automatically associate the import with that contact! You can also select the "don't overwrite" checkbox for any properties you don't want to update on existing contacts if you want!