Migrating contacts from Hubspot

Migrating contacts from Hubspot into your A​rchReach account may seem like a daunting task. This article will share some tips from our Migration Team, as well as a quick walk through of how to export your contacts from Hubspot and import them into ​A​rchReach.


Before we begin, it’s important to point out the different terminologies that both platforms use:

Hubspot              ​A​rchReach
Contact PropertiesCustom Fields
File ManagerImage Manager
Lead FlowSite Message
Smart ListSegment
Static ListList
Workflow SettingsAutomation
Workflow GoalGoal (in Automation Actions)

Cleaning your import file

​Aside from terminology, the other main difference to point out is the number of Contact Properties, or Fields each platform offers. Hubspot has around 200 standard Contact Properties, whereas ​A​rchReach offers six default fields with the option to create as many custom fields as you like.

The six standard fields that ​A​rchReach offers are: Full Name, First Name, Last Name, Phone, Organization.

We recommend taking a long, hard look at your Hubspot export, and really paring down the number of fields to only include those that you need. This will keep you and your team more organized and it will be easier for you to locate data.

For more tips on cleaning up your file, be sure to check out our troubleshooting import article here.

To learn how to import contacts with multiple tags, click here.
To learn how to import contacts with multiple values in the same field, click here.

Save two versions of your file.

Make sure to save your original Hubspot export file and then create a new, clean file for importing. That way, if at a later date you find that you do need certain fields in ​A​rchReach, you can easily re-import your contacts with those fields. Just make sure to check the “Update Contacts” field on the import page.

Export all contacts with all fields

Follow the steps below to export all contacts with all fields:

1. Log into your Hubspot account.

2. From the main dashboard, click “Contacts”located in the top navigation.

3. Select “Contacts” from the drop-down menu.

4. You will be directed to the Contacts page. Click the “Options” menu then click “Export.”

Export contacts with specific fields

Follow the steps below to export contacts with specific fields:

1. Log into your Hubspot account.

2. From the main dashboard, click “Contacts” located in the top navigation.

3. Select “Contacts” from the drop-down menu.

4. Click the “Add filter” and select the properties you wish to export by clicking them.

5. You then have the option to export directly with those properties:

Or save the filter and export later:

For more information on how to export your contacts from Hubspot, please see this help article.

Import your contacts into ​A​rchReach

Once you have exported your contacts, you'll want to remove any unwanted fields and save your file as a CSV file. Click here to learn how to save your spreadsheet as a CSV.

After that you'll want to create a list in ​A​rchReach to add your contacts to if a list doesn't exist in your account already. To create a list, go to the Lists overview page and click “Add New List.”

A "Create New List" pop up window will open. Complete the fields provided and click “Create List.”

Now, you're ready to import your file. To get started:

1. Navigate to the Contacts overview page.

2. Click the "Import" button located on the top right of the page.

3. Click the "Import From File" button.

4. Select the file you wish to import.

5. Map the fields in your file to fields in ​A​rchReach. If the fields do not yet exist in ​A​rchReach, select “Add New Field” from the “Map Into Field” dropdown and create your field:

6. You may be asked to answer three questions about the list you are importing. This is to ensure compliance with our processes and Terms of Service.

Type the answers in to the fields provided:

7. Select the list you wish to add your contacts to by clicking it.

8. In the import box, select “Import As Active Contacts” if these contacts are valid and have opted into receiving communications from you.

9. Click “Import Now.”

Once the import is complete, you can check your recent imports report to see which contacts were not added and why. We also recommend viewing one of the imported contacts to ensure all fields were imported properly.