Butterfield Group HubSpot Guide

HubSpot Subscription: Marketing Contacts

samie.gurung@butterfieldgroup.com (Samie Gurung) — Wed, 04 Nov 2026 20:23:38 GMT

Review Email Recipients and Set Marketing Contacts Before Sending

There are many ways to make sure your segment's contacts are set to Marketing Contacts in HubSpot, but the best way for us is to do it through the marketing email tool, under Review. From there, we can review the recipients and set eligible contacts as Marketing Contacts.

The main reason we prefer this approach is that our lists may contain hard-bounced contacts, invalid email addresses, or other problematic records. We want to identify and manage these contacts before sending rather than automatically turning everyone in the segment into a Marketing Contact.

We've established an internal campaign called Better Data to maintain the quantity and the quality in our HubSpot. This helps us maintain a clean contact database, protect our email deliverability, and avoid unnecessarily increasing our Marketing Contact count.

Step 1: Open Your Marketing Email

Log in to HubSpot.
Navigate to Marketing → Email.
Open the marketing email you have drafted.
Navigate to the Send or Schedule section.
Select the segment/ list you want to send the email to under the recipient settings.
Double-check that you have selected the correct segment.
Important: Add Hard bounced - Active List and Unsubscribed Emails - Active List to the Don't send to section.

Step 2: Review Your Recipients

Once your segment has been selected, navigate to the Send/Review section of the email setup.
Select 'Review reasons', to review the recipient information and look for any notifications or warnings about contacts who cannot receive the email.
Pay attention to contacts who are currently Non-Marketing Contacts.

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In the Not a marketing contact section, Select the option 'View in segments', before making any changes.
Select all contacts in the list, HubSpot only selects 100 contacts at a time so, you will need to click on 'Select all ### records'.

Click on more. Select 'Set as marketing contacts'.
Allow HubSpot to process the updates.
You can now delete this segment. Navigate to Actions and then delete.

Step 3: Complete Your Final Recipient Review

Before sending, return to the email review section and confirm the following:

The correct segment has been selected.
Eligible contacts have been set as Marketing Contacts.
Hard-bounced and Unsubcribed contact email addresses have not been reintroduced into the sending audience.

If anything looks unusual, pause the send and message me on Teams. We can walk through the final review together.

Our goal is not simply to turn every contact in a segment into a Marketing Contact. Our goal is to ensure that the right contacts are Marketing Contacts and that we are sending to a clean, appropriate and eligible audience. ✨

HubSpot Guide: Importing Excel lists

samie.gurung@butterfieldgroup.com (Samie Gurung) — Tue, 23 Jun 2026 19:16:59 GMT

A guide to uploading lists in HubSpot

Before You Begin

Please ensure your file is saved in one of the following formats before uploading:

CSV (.csv)
Excel Workbook (.xlsx)

Step 1: Navigate to Imports

Go to the CRM tab.
Click Segments.
In the top-right corner, select Import.
Click Import Data.

Step 2: Choose Your Import Type

Quick Import

Use Quick Import when updating or correcting information from a previous import and no additional property mapping is required.

Advanced Import

Use Advanced Import when your file contains CIFs or other properties that require mapping.

In most cases, Advanced Import is the recommended option, as it provides greater control over how your data is imported.

Note: If your file contains Account properties such as CIF, Banking Jurisdiction, Business Unit, or similar fields, the data must be mapped and uploaded using an Advanced Import.

Step 3: Select the Appropriate Objects

Ensure you select all objects represented in your file.

For example, if your file contains:

CIF
Banking Jurisdiction
Business Unit

These are Account properties and must be mapped under the Account object during the import process.

Refer to this link to determine which object each property belongs to before proceeding.

Step 4: Choose How Contacts Should Be Imported

Create and Update Contacts

This is the most commonly used option.

HubSpot will:

Create new contacts that do not already exist.
Update existing contacts based on their email address or HubSpot Record ID.

Create New Contacts Only

HubSpot will create new contacts from your import file.

If a contact with the same email address already exists, that record will be skipped.

Update Existing Contacts Only

HubSpot will update existing records using a unique identifier such as:

Email Address
HubSpot Record ID
Account - CIFs

Any new contacts included in the file will be ignored.

Step 5: Upload Your File

Upload your file by:

Clicking Choose File, or
Dragging and dropping the file into the upload window.

Step 6: Map Your Properties

Once your file has been uploaded, HubSpot will prompt you to map each column to the corresponding HubSpot property. It is recommended to get the green check in all the properties you import.

Reviewing Mapping Errors

HubSpot may flag errors when imported values do not match the requirements of a property.

For example, the (No value) data in the Business Unit column do not match the available options in HubSpot, the system flagged it as an error.

To proceed:

Select Don't Overwrite to prevent invalid values from being imported.
Valid data will still be imported successfully.
Any invalid values will remain blank.

Alternatively, you can correct the data in your source file and upload the file again.

Step 7: Complete the Import Details

Before finalizing your import:

Name Your Import

Use a clear and descriptive name.
Remove file extensions such as:
- .xlsx
- .xls
- .csv

Create a Contact Segment (Optional)

If the imported list will be used for email communications, select:

Create a Contact Segment from this Import

Select a Legal Basis

Choose the appropriate legal basis for processing contact data.

In most cases, customers can be categorized under:

Legitimate Interest - Customer

Set Marketing Contact Status

Select: Set these contacts as Marketing Contacts

Step 8: Finish the Import

Once all required fields have been completed, the Finish Import button will become active (orange).

Click Finish Import to complete the process.

Your list has now been successfully imported into HubSpot.

⭐ Best Practices ⭐

To maintain clean and accurate data within HubSpot:

Remove Duplicates - Review your file for duplicate records before uploading.
Format Names Properly - Ensure first and last names are properly capitalized.
- Example:
- Correct: John Smith
- Incorrect: JOHN SMITH
Email Addresses - Email addresses can remain in lowercase.
Match HubSpot Property Names - To streamline the mapping process, name your file columns exactly as they appear in HubSpot property names whenever possible. This reduces manual mapping and minimizes the risk of import errors.

If you have any questions or get stuck in any step, please don't hesitate to Teams me or email me at samie.gurung@butterfieldgroup.com. Happy Importing! 😊

HubSpot Guide: RSVP 2026

samie.gurung@butterfieldgroup.com (Samie Gurung) — Tue, 12 Aug 2025 20:27:22 GMT

This is a step-by-step guide to create a HubSpot RSVP

In the main HubSpot Dashboard, Hover over the Marketing tab and select Forms. Duplicate the RSVP Form Template 2025 form, rename it RSVP ‘Your Event Name’ and save it. Click on the form (Step 1) and update the details to match your event. Review all changes, and update the form to publish it. You can now exit the Form.

Please add yourself, me, and any other team members who should be notified about responses in the Form Settings notifications.

2. In the main HubSpot Dashboard, navigate to Landing pages under the Content Hub. Duplicate the RSVP Invite Page Template 2025 landing page and rename it to match your event.

- Click on the form and, in the left panel, change it to the form you duplicated in Step 1. You can select it from the dropdown under Select a form. Tip: If you don’t see the editor panel, click directly on the form and it will appear.

Click Publish to make your landing page live.
Important: Always click Publish after making any edits.

One of the most important step: In the Page settings, update the Page URL and slug to reflect your event name. You can just copy and paste the Page title in the slug by clicking on the pencil icon to edit. Hit 'Copy link' to copy the URL and head over to your draft email.

You can now copy the URL l i nk and add it to a button in your email:

- In your email, drag/ add a Button element to the desired location.
- Click on the button to open the editor tool, paste the link for your landing page you created in Step 2.

3. Optional-Add to Calendar links: Use Add Cal to create your event links. You will require an invite to log in and create an account to access this feature. Please reach out to me so I can add you to the Add Cal Team.

Enter your event details, click 'Create Event', and copy the links for Google Calendar and iCalendar. Change the URL in The HubSpot form to your Calendar link.

*Please don't forget to delete the Calendar links from the landing page if you don't require them.

4. Once your email is ready, duplicate the list RSVP Response List and edit the filters to include the form you created in Step 1.

5. Save the list as an Active list. Active lists update in real time, so as soon as clients begin RSVPing, their responses will appear automatically.

Tip: If your form contains multiple fields—such as Food Allergies or Plus One, edit the column view to include those fields for easier reference.

Final checks:

Always send test emails to your team and me before the official send. Confirm that:

All steps are covered
Links and buttons work correctly
The form is capturing the correct information

If you have any questions or changes regarding this guide, message me on Teams! 😊