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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
HubSpot’sEmail addresses work as unique identifiers for HubSpot contact imports, butnative Excel import often struggles with email variations and case sensitivity. This leads to failed matches and duplicate contacts when the system can’t properly identify existing records.
Here’s how to ensure reliable email-based contact matching that prevents duplicates and maintains data integrity.
Ensure reliable email-based contact matching using Coefficient
CoefficientHubSpot’sprovides robust email-based contact matching that addresses the common limitations ofnative import. You can clean and validate email data before import, ensuring higher match rates and reducing manual cleanup.
How to make it work
Step 1. Clean and standardize email addresses in Google Sheets.
Upload your Excel data and use formulas to standardize email formatting: =TRIM(LOWER(A2)) removes extra spaces and converts to lowercase. Add email validation with =IF(ISERROR(FIND(“@”,B2)),”Invalid”,”Valid”) to flag problematic addresses.
Step 2. Import existing HubSpot contacts for reference.
Pull your current HubSpot contact list with Contact IDs and email addresses. This creates a master reference for email matching that accounts for all existing contacts in your database.
Step 3. Create email matching validation.
Use VLOOKUP to cross-reference your Excel emails against existing HubSpot contacts: =VLOOKUP(B2,HubSpot_Contacts!B:A,1,FALSE). This returns the Contact ID for matches or an error for new contacts.
Step 4. Separate existing contacts from new contacts.
Create two datasets based on your VLOOKUP results – one for contacts that matched existing HubSpot records (for UPDATE operations) and one for unmatched emails (for INSERT operations). This prevents mixed-operation errors.
Step 5. Execute targeted UPDATE and INSERT operations.
Use Coefficient’s UPDATE operations for existing contacts (targeting specific Contact IDs) and INSERT operations for new contacts. This intelligent approach eliminates the guesswork that causes duplicate creation.
Make email matching work reliably
Start importingReliable email-based contact matching requires proper data validation and targeted operations. By handling email standardization upfront, you avoid the matching failures that plague native HubSpot imports.with confidence today.
