Import contacts from HubSpot into magnews

The integration between HubSpot and magnews is designed to ensure a smooth flow of information between your CRM and your messaging platform, keeping your database always populated, up to date, and ready for your marketing automation campaigns.
Here’s how you can customize the import to perfectly match your operational needs.

From the Import contacts on magnews card, you can manage all main operations.

In particular:

• Settings → define import rules, filters, and synchronization behavior
• Fields mapping → configure the correspondence between HubSpot and magnews fields
• Start import now → run a manual import immediately
• Schedule → plan automatic import execution

Field mapping

In this step, you define how data is mapped between HubSpot and magnews.

You can match each HubSpot property to a field in the magnews database, deciding exactly which information to import and where to store it.

You have access to:

• contact data (e.g. email, name, surname, lifecycle stage)
• company data, identifiable by fields starting with “COMPANY -”

This allows you to import not only basic data (such as email, name, surname), but also custom fields useful for segmentation and campaigns, as well as company-related information (such as company name, industry, etc.).

Error handling and data quality

To maintain high data quality, the system gives you full control over error handling. If a value coming from HubSpot is not valid (for example, an incorrect date format or an unexpected value), you can decide in advance how the import should behave in case of error:

• Skip the entire contact to avoid incomplete records (Do not update contact)
• Ignore only the specific field and continue updating the rest (Do not update field)
• Set the field to empty (Clear field)

Transcode mapping: making data consistent

Values in HubSpot and magnews often do not match exactly, especially for fields with predefined options. Value mapping allows you to transform values during import so that they remain consistent with the magnews data model.

You can configure mappings using the button next to each magnews field in the mapping section.

Value mapping applies only to single-choice or multiple-choice fields, not to all field types.

How does it work? Example:

• Yes → Yes
• No → No

You can define a default value to use when:

• the value coming from HubSpot is not mapped
• or it is empty or not recognized

This helps avoid empty fields and ensures data consistency.

By enabling “Add missing values”: if a new value is introduced in HubSpot after the initial configuration, magnews automatically adds it to the field values using the same label.

This prevents import errors and allows you to handle changes in the data model without updating mappings manually each time.

Advanced filters for targeted import

It’s not always necessary to import the entire HubSpot database.
In Advanced settings, you can precisely define which contacts to synchronize and under what conditions.

Access these options via the Settings button in the Contact import into magnews card.

Choose which contacts to update

The first choice is which contacts can be updated in magnews:

• All contacts → new contacts are created and existing ones are updated
• Only existing contacts → only contacts already present in magnews are updated
• Only new contacts → only new contacts are imported, without updating existing ones

A contact is considered existing if a contact with the same email address is already present in the selected magnews database.

This setting helps control synchronization behavior and avoid unwanted updates.

Update company data by domain

By enabling “Update company data for contacts with the same domain”, magnews automatically updates company information based on the email domain (e.g. @company.com).

The fields to update are defined by the existing mapping: only company fields (“COMPANY -”) are updated, without modifying the contact’s personal data.

This is useful when you want to keep company data aligned even for contacts not explicitly linked to a company in HubSpot.

Filter contacts to import

If you only want to import part of your database, you can enable a filter: “Update only HubSpot contacts that match the filter”.

You can define one or more filters by selecting:

• a HubSpot property (e.g. Lifecycle Stage)
• an operator (e.g. “Equals”)
• a value (e.g. “Sales Ready Lead”)

This allows you, for example, to:

• import only contacts in a specific funnel stage
• exclude inactive contacts or those without consent
• limit the import to specific segments (industry, geography, etc.)

These settings give you precise control over synchronization, helping you avoid unnecessary imports and focus only on relevant contacts.

Schedule automatic import

To avoid running imports manually each time, you can enable automatic synchronization.

From the Contact import into magnews card, click Schedule to open the scheduling settings.

Enable periodic import

In the modal, you can enable: “Enable periodic import”

Once enabled, magnews will automatically import contacts from HubSpot according to your schedule.
You can define:

• Days of the week → select when the synchronization runs
• Execution times → set one or more times during the day

You can add multiple execution times, for example to run the import several times per day.

From the main card, you can always check:

• when the last import was executed
• start a manual import using “Start import now” if needed