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Import Directly into HubSpot with Automated Ingestion

Choose options, check the destination and confirm HubSpot changes

Overview

Automated ingestion imports reviewed data directly into HubSpot, in the right order, with associations, event participation and segments handled for you. It uses the same preparation and review as manual imports, then adds a clear confirmation step so nothing is written until you approve it.

What this helps you do

  • Import companies, contacts and notes without downloading and uploading files.
  • Link contacts to companies and notes to records automatically.
  • Record marketing event participation and create follow-up segments.
  • Protect existing values and apply your chosen import modes consistently.

When it is available

Automated ingestion must be enabled for the portal by a Studio administrator, and you need access to the portal. When it isn't available, the Import path menu shows that automated ingestion is unavailable for this portal, and imports use Prepare files only.

Choose automated ingestion

Choose Automated ingestion from the Import path menu, in the top bar of an import. You can change the import path up to Review. After that, return to Review to change it.

Prepare and review the import as usual. When the files are ready, choose Next: Automation.

Set the automated import options

In Automated import options, choose:

  • Records to import: Import all prepared records in the order shown, such as Companies, contacts, then notes. Alternatively, choose Contacts only to skip the prepared companies and notes. The Confirm screen warns which files will be skipped.
  • Marketing event: None, Existing event or New event. See Import Marketing Event Registration and Attendance.
  • Event segments and Create an event-named segment folder, when an event is selected.
  • Create a segment from this contact import and Create a segment of new contacts created by this import. See Create HubSpot Segments from an Import.

These options are remembered in your browser tab until you close it.

Choose Review confirmation to continue.

Confirm the import

The Confirm screen shows exactly what will happen:

  • The destination HubSpot portal's name and portal ID.
  • The number of companies, contacts and notes to import.
  • The import order, what notes are linked to, and the marketing event and segments.
  • Under Technical details, the HubSpot import name and the version of the reviewed data.

Read the warning: confirming writes these records to HubSpot, marketing consent is not changed, and stopping does not undo completed changes.

Tick the confirmation for the portal, then choose Confirm & import to HubSpot.

How records are imported

  • Companies are imported first, so contacts and notes can be linked to them.
  • Records with a HubSpot record ID are updated by that ID. Their email or domain isn't used to identify them, so an alternative email or domain can't match a different record.
  • Your create or update mode and Don't overwrite choices are applied for each object.
  • New companies can be linked only when they have a domain or record ID.
  • Notes need owners that resolve to HubSpot owners. Map owner emails during preparation.

What automated ingestion does not do

  • It does not change marketing consent or subscription status properties. Imports that map these properties can't be automated.
  • It does not send custom events. Use the prepared files instead.
  • It does not merge existing duplicate records.
  • It does not undo completed changes when stopped.

After confirming

The import continues in the background on the Progress step. You can leave the page and return later. See Track, Stop and Recover an Automated Import.

A completed import cannot be run again. To import more data, or records skipped by a Contacts only run, prepare a new import.

Why it matters

Automated ingestion removes repetitive manual steps and the mistakes that come with them, such as wrong import modes, missed overwrite settings or notes imported before their companies. The confirmation and progress views keep the process transparent and auditable.

What to do next

  • Ask a Studio administrator to enable automated ingestion for the portal, if needed.
  • Read Track, Stop and Recover an Automated Import before your first run.