Introduction

Notes in HubSpot are an essential tool for keeping track of your interactions and ensuring you're always up-to-date on your contacts’ statuses. They help you record vital information, making it easier to plan your next steps and stay aligned with your team. When used effectively, HubSpot's note feature can improve collaboration and productivity, allowing your team to act on relevant insights quickly.

So, how can you easily import notes into HubSpot? What’s the best method for your business?

In this blog, we’ll dive into the different ways to import notes into HubSpot. By the end, you’ll know the most efficient approach to keep your HubSpot account organized and make the most of your notes feature.

Why Import Notes to Hubspot?

Notes in HubSpot play an important role in improving sales and customer management. Businesses using CRMs like HubSpot report up to a 41% increase in sales revenue due to better tracking and documentation of interactions, including notes, which streamlines workflows and supports better decision-making​.

By centralizing notes, your team gains a shared understanding of customer interactions, which enhances collaboration and ensures no key details are overlooked. Additionally, using CRMs and all of the various features they have to offer, like notes, can improve customer retention by up to 50% by helping teams provide personalized experiences tailored to each customer’s history and needs. Properly maintained notes reduce the risk of data inconsistencies, a problem faced by over 30% of CRM users. They also eliminate manual errors, allowing teams to focus on growth instead of fixing errors​

Importing Notes to Hubspot Using Superjoin

Superjoin simplifies importing notes into HubSpot by offering a 2-way sync with Google Sheets, so you don’t have to worry about manual updates. 

What is Superjoin?

Superjoin is a 2-Way Sync Data connector to connect HubSpot and Google Sheets.. It's a HubSpot Certified App on the HubSpot Marketplace. It has 14,000+ downloads on the Google Workspace Marketplace. 

Superjoin makes data synchronization easy, ensuring your HubSpot notes are always accurate and up to date without manual imports or exports. Its user-friendly interface and efficient syncing capabilities make it a top choice for businesses of all sizes.

We have split this method into two sections - The first section will teach you how to import your notes from Hubspot to Google Sheets with Superjoin. The second section will focus on importing the Notes to Hubspot using Superjoin. 

I. Importing Notes from Hubspot 

Step 1: Install Superjoin in Google Sheets.

-In the Google Workspace Marketplace, search for “Superjoin.”- Install.  Follow the prompts, click “allow,” and you're ready to roll.

Step 2: Launch Superjoin from the Extensions menu.

Step 3: Select HubSpot as the data source and connect your HubSpot account.

Step 4: Create a new Import in Superjoin.

Step 5: Select “Notes” as the object

Step 6: Go to >> Note >> Note body, to get the notes and select “Record ID” from “Noteinformation”. This will import the content of the note and its unique Record ID. 

Step 7: Click on “import” and voila, you have successfully imported your Hubspot Notes into Google sheets. Additionally, you can set up a 2-way sync to ensure that any changes you make in your notes will be automatically pushed back to Hubspot. 

II. Importing Notes to Hubspot Using Superjoin

Step 1: On your Superjoin Sidebar, click on “Create a new Export” 

Step 2: Although Superjoin will do it automatically, if you are using your own csv file, choose the sheet you are working on and the header row. Click on “Next”

Step 3: Select your action (Eg. “Update” or “Insert”) and choose “Notes” as the object. Click on “Next” .

Step 4: Superjoin will automatically map the fields from the spreadsheet, to the fields in Hubspot. However, you also have the option to map custom fields. 

After mapping your fields, click on “Save”. 

Step 5: After reviewing and verifying your configuration for the export, click on “Export”.

Step 6: Select whether you want to export a single row or the entire spreadsheet. Click on “Next”.

Step 7: Verify your export by checking the “Status” and “Timestamp” fields that are created by Superjoin automatically. 

Congratulations, you have successfully imported Notes into Hubspot using Superjoin.

Why choose Superjoin to Import Notes into Hubspot? 

Superjoin’s integration offers simplicity, power, and efficiency, making it the go-to solution for managing HubSpot data in Google Sheets. Here’s why it stands out:

1. 2-Way Sync

Superjoin ensures seamless data flow between HubSpot and Google Sheets. Updates in one platform instantly reflect in the other, keeping your information perfectly aligned.

2. Automatic Export Schedules

Save time and effort with scheduled data refreshes. Superjoin allows you to automate updates, ensuring your data stays current without manual intervention.

3. Bulk Updates

Allows for bulk importing and updating of records, which is beneficial for large datasets

4. Easy Setup

The intuitive design requires zero technical expertise. With just a few clicks, you can set up the integration and start syncing your data effortlessly.

5. Import data into Custom Fields and Objects

Supports importing data into custom fields and objects, providing flexibility in data management. It also allows you to associate data. 

Whether you’re a beginner or an expert, you can integrate and manage your data with ease.

These features combine to make Superjoin a powerful solution for HubSpot and Google Sheets integration. For more details, check out Superjoin’s HubSpot Integration Documentation.

Let’s take a look at some things one should keep in mind before importing notes into Hubspot, to ensure a smooth process.

Best Practices for Importing Notes into HubSpot

1. Validate Your Dataset:
   Before importing notes, ensure your data is clean and free from duplicates. This step helps to prevent errors, such as notes being linked to the wrong records. A clean dataset ensures smoother imports and accurate reporting in HubSpot.

   
   

2. Leverage Custom Properties:
   Custom properties help ensure that specific details from your notes, like custom tags or unique identifiers, are accurately transferred. Set up these properties in advance to avoid missing important data during the import.

   
   

3. Test with Sample Data:
   Start with a small batch of notes to test the import process. This will help you spot any errors, such as misaligned fields, before importing the full dataset, ensuring the process runs smoothly.

   
   

4. Backup Your Data:
   Always back up your original notes before importing. This allows you to restore your data if anything goes wrong during the process, minimizing the risk of losing valuable information.

   
   

People are bound to run into certain issues while importing Notes into Hubspot, let us take a look at some of the common issues and how to solve them.

Common Issues and Troubleshooting When Importing Notes into HubSpot

1. Missing or Incorrect Associations:
   Notes can sometimes be imported without being properly linked to contacts or deals, leading to lost context. Ensure your import file includes association details (like email or deal ID) to maintain proper linking.

   
   

2. Data Formatting Issues:
   Incorrectly formatted data, like dates or text fields, can cause import failures. Make sure your data follows HubSpot's required format, especially for dates and custom fields, to avoid import errors.

   
   

3. Incomplete Data Import:
   Sometimes, not all notes are imported, due to file size limits or missing fields. Split larger files into smaller batches if needed and ensure all required fields, like note content or associated records, are included.

Final Tips

1. Always conduct a test import before processing your full dataset.

   
   

2. Use HubSpot’s import templates and support resources for help.

   
   

3. For advanced features, like bulk imports or ongoing synchronization, consider using tools like Superjoin for a more seamless experience.

Conclusion

Importing notes into HubSpot is essential for maintaining accurate records and improving team collaboration. By following best practices such as validating your dataset, leveraging custom properties, and testing with sample data, you can ensure a smooth and efficient import process. 

While common issues like missing associations or data formatting errors can arise, they are easily managed with the right preparation. For businesses looking to streamline their note management, utilizing Superjoin with 2-way sync and scheduled export/imports can further enhance the process. With the right approach, you can optimize your HubSpot experience and stay on top of every important detail in your customer interactions.

Try Superjoin’s HubSpot data connector to import data into HubSpot seamlessly.