Organize & Manage Contacts in CRM

Time Estimate: 45-60 Minutes

This self-paced track will teach you the in's and out's of organizing and managing your contacts in CRM.  Find out how to quickly locate and prioritize your leads and customers.

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Step #1: Import your Contacts

Create a CSV file with your Contacts

You can bulk import your contacts from an .csv file directly into your CRM. In your spreadsheet, each column represents a different property or attribute about your contact. Every row in the spreadsheet will comprise of a different contact. Add columns for any data you wish to capture in the CRM.

Once your contacts are in, it's time to upload your list. Navigate to the Contacts section to import or click here.

Resource: From Excel to CRM (Article)
Resource: Import Contacts to CRM (Article)

Watch How to Import Contacts

Migrating from another data source?
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Frequently Asked Question: Can I import contacts from LinkedIn, Google, Outlook, or other social media services?

There are no direct integrations with these services, however, as long as you're able to export your contacts from these services, then you can create a spreadsheet (as described above), and upload these contacts. You could also tag these contacts in your spreadsheet with an "Original Source" value, which would then be stored in HubSpot and could be filtered on later with views.

Step #2 Organize your Data

Create views to organize your contacts

Once you have your contact data populated in your account, you’ll need a way to find what you’re looking for. To help narrow your search and prioritize your outreach, filter your contacts and create "views."

Resource: Create Views to Organize Contacts (Article)
Resource: Organize + Segment Contacts (Video)

Ready to take filtering a step further? Check out this blog post on three CRM views every Sales team should use.

Watch How to Organize Contacts

Migrating from another data source?
Learn about your options.

Step #3: Use Properties to Your Advantage

Using HubSpot default properties to your advantage

The CRM comes with default contact properties that give you a head start in setting up your CRM.

Last Contacted and Last Activity Date: these properties update automatically when you log an engagement or activity to a contact, which makes it easy to filter your database for customers that you haven’t followed up with in a while.

Lifecycle Stage vs. Lead Status: Lifecycle Stage indicates the level of engagement a contact has with your business. Ask yourself, is this contact a lead, opportunity, or a customer? Lead Status is customizable, and should be used by your sales team to track your progress in nurturing prospects or leads.

Resource: How to Use Lifecycle Stage (Article)

Watch How to Organize Contacts

Migrating from another data source?
Learn about your options.

Applied Learning: Can you create a view of your contacts who you last contacted a month ago?

Navigate to the Contacts section in HubSpot and add a filter for "Last Contacted" and choose "Last Month" from the dropdown menu. Your contact list will then be filtered down to contacts you haven't connected with in a month. Now try creating a view of contacts that are New Leads!

Step #4: Customize CRM to your BUsiness

Making CRM work for you

Every sales process is unique. Creating custom properties in your CRM will help you give your custom data context and personalize your CRM to fit your business. Here’s how to create a custom property:

How to create custom properties: beyond customer status, you may also want to filter your customers by their type. For instance, if your business plans events, your customer types might be “Venue”, “Caterer”, “Entertainment” and “Customer”.

Because customer type can vary greatly from business to business, customer type must be added as a custom property with these steps

Storing Contact Details

Read more about custom properties

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