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HubSpot Admin: Audit & Import to Lists to HubSpot

Objective: Create a guide of the Audit & Import Steps once Sales Ops has completed their Audit with NetSuite Data

Formatting & Downloading File 

Reference Sheet Set Up Guidelines Prior to Download

  • Formatting Notes:
    • Phone Numbers = +11234567890 (Extension Format = ext123)
  • Sales Rep Format:
    • Susie & Richard must have the (FL) removed 
    • Michael Menendez must = Mike Menendez
    • David Greenfeld must = Dave Greenfeld

Column Headers

Each Column is Mapped to Fields in HubSpot - Reference the Lead Import Template for

Required Columns

  • Purple = Required
  • Yellow = Recommended 

🚩Important Note: If you wish to import Contacts we are required to check a box confirming:

  • All Contacts in this Import are expecting to hear from my Organization
  • I have a prior relationship with these contacts and have emailed them at least once in the past year
  • I can confirm this list wasn't purchased, rented, appended, or provided by a third party

Pre-Import Audit

  • Verify there is no existing communication with a current team member and the customer/lead that will be getting assigned
  • Verify there is no communication regarding Wesco / AiN Group Accounts
    • This is very important as there are several Business Development Leads
  • Steps to Verify:
    • Search for the Company Record in HubSpot
      • If you don't see it by the name, check phone numbers and domains
    • Go to the Record (if existing)
    • Check the Activity Tab
    • Make sure all Filters in the Activity are selected
    • Check the Communication - be sure it wasn't already assigned
    • Check the Notes (DNC / DNC / Etc.)
    • Check the Company Status Request Property for Dead Lead or Offboard Requests
    • Ensure the Account is not already offboarded

If you have any odd cases, reach out to Sales Director for Next Steps

Confirmation and Importing

Once you've confirmed the List is All set to be Imported you can Download it as a .csv

Importing into HubSpot is very simple and straightforward

After Importing

Verify Everything Imported Correctly

  • Check for Errors during the Import
    • Fix any of those errors where applicable - may require manual updates or creation of an account
  • Follow the Same Steps as the Pre-Import Audit - To Ensure nothing was missed
    • Review for Duplicate Contacts and Companies
    • Merge when Needed

Post Import Lists & Reports

You can Create a List right from the Import Page. Either Company or Both Company & Contacts

  • Create one or both lists
    • Share with Marketing if Applicable
  • Create Company and/or Contact Views and Provide to those Utilizing the Objects Imported
  • Create a Report of Activity to these Leads / Customers
  • Create any Reports Requested (Customization)
  • Create any Reports or Dashboards necessary for Leadership to track
    • A Few Examples:
      • Activity by Type per Import (Filtered to the Reps Reaching Out)
      • Leads from Import
      • Leads from Import that become Customers
      • Customers from Import that Purchase After Import
      • Dead Lead Requests from Import (New Leads didn't Pan Out)

Communication to Stakeholders

Send an Email to the Requester and any other Stakeholders, stating the import is complete

Include:

  • The Lists created for the Requester
  •  Reports Added to Dashboard for Requester View
  • Any Company or Contact Views Created

Advise them to Let you know if they need anything else with this!