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Repeat Imports with Templates

Reuse a proven import process and route exceptions through review and approval

Overview

Import templates let your team set up a process once and reuse it when the next export arrives. Instead of repeating the preparation and mapping screens, choose a saved template and upload the next CSV or XLSX file.

In Studio 1.2.0, matching files are prepared with the saved process. Automated templates then show a summary for your confirmation before anything is written to HubSpot. If something differs or fails, the usual import screens open for review. Restricted users can request assistance or approval rather than changing a shared process without oversight.

Check the version in your Studio footer before following this guide. Templates are selected by the user; they are not scheduled imports or automatic file-type recognition.

When to use a template

  • Process recurring webinar, event, partner or trade-press exports with consistent columns.
  • Keep cleaning, property mappings, date handling and import choices consistent across a team.
  • Let colleagues run an agreed process while sending exceptions to an approver.
  • Optionally compare each new file with a retained baseline and import only new rows.

Complete and validate a representative import first. For automated delivery, confirm its HubSpot options before saving the template so later runs can reuse those options too.

Save a completed import as a template

  1. Select the correct HubSpot portal and return to Home.
  2. In Previous imports, find the completed import and choose Save as template.
  3. Give the template a recognisable name, such as Weekly partner leads.
  4. Optionally select Only import new rows and choose Match rows by columns.
  5. Choose Save template.

Restricted users see Request a template instead. Add an optional note and request approval. The template is saved only after another eligible reviewer approves it.

Templates belong to one portal and are available to colleagues with access to that portal. Each portal supports up to 100 templates. Names must be unique within the portal, regardless of capitalisation.

What the template remembers

The reusable process includes the worksheet and header selection, row cutoff, column preparation, skipped source columns, mappings, mapping options, details, matching and standardisation choices, outputs and saved HubSpot options.

Column order may change: the Studio matches saved choices to the column labels. New unused columns are skipped on matching runs and listed for you. Required preparation columns matter even when they are not mapped to HubSpot.

The template does not copy the old file's individual row corrections, skipped rows or skipped notes onto the new file. Those decisions belong to that file. Header and row-cutoff settings are reused, so confirm that a cutoff will not omit valid rows from later exports.

Saving a template does not import records or create new HubSpot properties or event definitions. Existing definitions and saved import choices are reused.

Run a template

  1. On Home, find Templates and choose Run beside the process you need.
  2. Pick the new CSV or XLSX file.
  3. Let the Studio check the source and prepare a new import.

For a matching Prepare files only template, the run opens Review with prepared files. For an automated template with saved HubSpot options, it opens Confirm with the destination portal, record counts, create/update choices, event details and segments.

For templates that create a marketing event, check the prefilled Event name for this run. Editing it clears the confirmation; choose Review prepared snapshot to review the updated summary. Then tick the portal confirmation and choose Confirm & import to HubSpot.

Nothing is written to HubSpot just because you chose Run or an approver approved a request. If the source was prepared for automation but never confirmed, the template has no saved HubSpot options yet: choose them in Automation, then update the template from a confirmed import to reuse them next time.

Every run has its own entry in Previous imports, linked to its template. Closing the screen does not remove its saved work.

Handle a different file or an error

The Studio stops the shortcut when a worksheet or used column is missing, a HubSpot property is unavailable, enforced defaults change the process, or processing finds a blocking issue.

  • Upload: Check the worksheet, header, cutoff and source columns.
  • Prepare or Map: Check cleaning rules and map replacement columns or current properties.
  • Details: Check dates, matching, standardisation and import choices.
  • Review: Read the validation messages, correct affected rows and prepare again.
  • Automation: Correct delivery options if the confirmation preview cannot be prepared.

Unused new columns remain available when a mismatched file needs them as replacements. Errors during an already-confirmed HubSpot run use the existing Progress recovery controls; do not rerun the whole import to work around an uncertain outcome. See Track, Stop and Recover an Automated Import.

Ask for help and approve changes

A matching template run is pre-approved for restricted users while its process and applicable HubSpot options still match. HubSpot confirmation remains mandatory. Changing the process removes that shortcut and normal approval rules apply.

If you are restricted and the run needs attention, choose Ask for help. The import stays in history and an eligible reviewer sees Help with template run under Awaiting approval.

The reviewer opens the import, fixes it in the same screens, prepares it again and reviews the request. It cannot be approved while preparation is still blocked. Approval covers the repaired run; it does not automatically change the shared template or start a HubSpot import.

Read Studio Roles, Approvals and Enforced Defaults for the roles and review rules.

Use only new rows

Enable Only import new rows when saving the template. Leave Match rows by empty to compare all shared columns, or choose keys such as Email. A matching key skips a row even if other values changed. For repeated activities or custom events, use an occurrence ID or Email plus an activity timestamp rather than Email alone.

A prepare-only template uses its latest retained completed run as the next baseline. An automated template advances its baseline only after the HubSpot run completes successfully, not while queued, failed or partially complete. Before the first eligible run, the source import used to create the template is the baseline.

The comparison still uses original source files, not a ledger of which individual rows reached HubSpot. Check the initial baseline and keep the required source files available. A file with no new rows creates no new import. See Import Only New Rows with Delta Imports.

Update, rename or delete a template

After correcting and successfully preparing a run, choose Update template to use its new process for future files. Restricted users choose Request template update for approval. A change to one run never silently changes the shared template.

Editors, approvers and administrators can rename or delete templates from Home. Deleting a template prevents new runs from it, but does not delete earlier imports or revoke approvals already granted to them.

What to do next

  • Start with a small representative file and check the results before sharing the process with colleagues.
  • Agree who owns each template and who handles exceptions.
  • Review destination portals, event names, matching keys and row cutoffs before confirming recurring imports.
  • Keep API source collection, schedules and unattended synchronisation separate from today's template workflow.