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Lesson 2 | Contacts

This section covers creating a singular contact, uploading contacts in bulk and organising your data.

CPL - lesson 2

 

Creating a singular contact 

To create a contact, navigate to the top right of the contact window and select “Create Contact”.

This will open a panel on the left-hand side where you will be asked to fill in the contact details. You are required to fill in the email of a contact as a minimum. A top tip is to get into the habit of adding in any further detail you have. This will help you to give the consumer a contextualised experience.

Once you are finished, you can create another contact or simply create this contact by selecting "Create Contact" in the lower bar.

 

Adding contacts in bulk

To add contacts in bulk, you can use the import tool. This can also be used to associate and align your CRM to exiting data sets.

The easiest way to get to the Import tool is to select "Import" in the top right-hand corner of the contact screen.

This will take you to the Import screen. 

From here, press "Start an Import" in the top right-hand side; this will open up your data selection screen, where you will be asked to pick a file from your computer.

You will need to format a data sheet with the headings that you want to pull into HubSpot. You can download an example sheet which will outline data formatting requirement, however, the main point is to ensure that your data headings are aligned to that of HubSpot's. This will ensure the transfer of the data in a 'clean' way.

Choose a file to import from your computer and then on the next screen, select whether this is a file for one or multiple contacts. Once you have made your selection, on the next screen you will choose the type of information that the object relates to: contacts, companies, deals, tickets or products.

Once this is selected, you will be asked to upload your data and map it to the required fields within HubSpot. 

Proceed to map your file, ensuring that you leave out any fields that you don’t need.

Select "Next" and then you will need to confirm the import has consent by inputting in your initials as verification.

This should then upload your data.

 

Association of data sets

HubSpot can associate two types of data to one another. To do this, follow the same process as before. 

Select multiple files with associations.

When uploading your data, ensure that there is a relative column that aligns the two files.

When prompted to “select a relative field”, select this column.

This will then associate relative fields between one another, for example deals to contacts.

 

Organising and filtering your data

To get to the Contacts tool, open HubSpot and in the top left-hand corner you will see the "Contacts" tab.

Select this tab and this will open the Contacts screen. From here you will see any contact within your CRM.

The first thing that you should do in this scenario is format the screen to see the information that is useful to your campaigns. 

Navigate to the top right and select "Actions". From here, choose "Edit Columns".

This will pull up a window where you can select any contact information that exists in the properties of your CRM. 

Next, select the properties that you want to be able to see in your contacts screen.

On the right-hand side, you will be able to sort these into sections that are arranged in the way that you want.

Once you have organised your data, select the "Save" button from the bottom left.

Next, to filter out information, move to the dashboard on the left-hand side of the screen.

You will see a label for “Add Filter”. Select this option.

The panel will now show you all the available properties to filter upon. 

Select a property you wish to filter upon, then change the options to suit your needs.

For example: you may want to understand leads created within a certain date range. Therefore, in order to do this you would select "Create Date" and then put in some more criteria surrounding the particulars of the dates, such as “between” or “after “ a certain date.

Choose "Apply Filter" to show contacts that meet your criteria.

Once you have applied your criteria, you can then save this filter for use later by selecting the "Save" button below the filter on the left, and then naming your filtered view. You can also limit access to this view to various teams within HubSpot.

By selecting the "Options" button beside the "Contacts" field, you can also create reports from this view, clone it out or do several other actions around the filtering of contacts.