Bringing in existing data

Bringing in existing data

ForAdminsSalespeopleLeaders

Moving from another CRM or a spreadsheet? There are two ways in: the company set-up, where Aino talks you through it and you see a preview first, and a quick drop-in through chat for anyone.

With Aino, in the company set-up (admins)

The way to do a full import. Aino tells you how to export from HubSpot, Salesforce, Pipedrive or a spreadsheet, reads the files you drop in, proposes building your sales process from the stages they use, settles the mapping and unknown owners with you, and imports only when you say so. See Setting up ainocrm.

Company set-up Try it — nothing is saved
Company set-up for adminsAsk AinoSkip for now
Step 2 of 7 · Your data
HubSpot

Get the files

Companies, contacts and deals, each as a CSV. HubSpot emails every export as a download link within a few minutes.

1 · CompaniesOpen CRM › Companies, click Export, choose CSV.Droppedhubspot-companies.csv
2 · ContactsOpen CRM › Contacts, click Export, choose CSV.Droppedhubspot-contacts.csv
3 · DealsOpen CRM › Deals, click Export, choose CSV.

Nothing is imported until you review and confirm. You can review with one or two files.

Three HubSpot exports: drop the last one, review, archive the parking-lot stage, decide the owner who isn't a user here, then Import now. Nothing is uploaded here.
  1. Choose files. Up to three exports, each CSV, XLSX or XLS up to 10 MB: Companies (become accounts), Contacts (people, linked to their company) and Deals. Any combination works, from HubSpot, Salesforce, Pipedrive or a plain spreadsheet. Columns the import does not read (custom properties, ids) are left out.
  2. Review. Nothing is saved yet. You see what the files hold and how many records already exist.
  3. Map deal stages from the file to your stages. Mapping a stage to Archive (parking lot) brings those deals in already archived.
  4. Owners who aren't users yet are invited as salespeople (a 48-hour link), or their deals are assigned to you for now. A deal or company owner matches a teammate by email or by name, as HubSpot exports owners by name.
  5. Import now runs in the background. You carry on with the set-up and see the result on its review page.

Importing again later

The set-up stays open to admins after it's finished. Go to Settings › Organization, open the company set-up, and choose Edit on Your data.

What an import keeps and skips

  • Importing the same file again only fills blanks. It never moves an opportunity back a stage or restores an archived one.
  • Rows that could match more than one existing record are skipped and reported.
  • Companies mentioned only on contact or deal rows are created as simple accounts.
  • Deals keep their history: the create date, and for closed deals the close date (that's when they count as won or lost in reports) and the reason the file gives for the outcome. Contacts named on a deal are linked to it when they belong to the deal's company.
  • With account ownership on, a company owner column sets the owner of accounts that don't have one yet; a company whose owner matches nobody stays without one.

A spreadsheet in chat (anyone)

Click the paperclip next to the chat message box and choose a CSV, XLSX or XLS of companies and contacts. ainocrm recognizes HubSpot and Salesforce exports and ordinary spreadsheets. The import starts straight away, without a preview, and View import shows its progress and lets you download the original file.

The chat upload has no preview and no undo. For a first big import, use the company set-up.

What isn't there

There is no live sync with HubSpot, Salesforce or another CRM. Import once, then work in ainocrm.