Welcome! Today we're going to walk through importing data from Hubspot into Coldout. This is one of Coldout's most powerful features for sales and marketing teams. By the end of this tutorial, you'll know how to pull contacts, companies, and deals from Hubspot directly into Coldout for enrichment and automation.
Getting Started
First, open your Coldout table and look for the import options. Select "Import from Hubspot" or find the Hubspot integration in your data sources. You'll see the "Import objects" dialog appear.
Connecting Your Hubspot Account
The first thing you'll need is your Hubspot key. At the top of the dialog, you'll see "Hubspot key" with a Settings link. If this is your first time connecting, click Settings and authenticate your Hubspot account. This creates a secure connection between Coldout and Hubspot. Once connected, you can select your Hubspot account from the dropdown.
Choosing What to Import
Now comes the important part: deciding what type of data you want to bring into Coldout. You'll see three tabs at the top:
Company - Import company records from Hubspot
Contact - Import contact or people records
Deal - Import deal or opportunity records
Let's say you want to import deals. Click the "Deal" tab.
Defining Which Deals to Import
Here's where Coldout's flexibility really shines. You have three options for selecting which deals to import:
Option 1: All - This imports every single deal in your Hubspot account. Use this if you want your entire deal database in Coldout. Be careful though—if you have thousands of deals, this might take a while.
Option 2: From a list - This is my favorite option for targeted imports. If you've already created a list or segment in Hubspot—maybe "Q4 Deals" or "Enterprise Opportunities"—you can import just that list. Select this option, then choose your Hubspot list from the dropdown. This keeps your Coldout table focused and organized.
Option 3: Custom criteria - This is the most powerful option. It lets you build filtering rules right inside Coldout, so you only import deals that meet specific conditions.
Building Custom Criteria
Let's dive deeper into custom criteria because this is where the magic happens.
When you select "Custom criteria," you'll see fields to build filtering rules. Here's how it works:
First, select a Hubspot attribute from the dropdown. This could be deal stage, deal amount, close date, owner, or any custom property you've created in Hubspot.
Next, choose your condition. You'll see options like "is equal to," "is not equal to," "is greater than," "contains," and more.
Then, map it to a column in your Coldout table or enter a specific value.
For example, let's say you only want to import deals worth more than $10,000 that are in the "Negotiation" stage. Here's what you'd do:
First condition:
- Select Hubspot attribute: "Deal amount"
- Is equal to: "is greater than"
- Select value: Enter "10000"
Then click "Add condition" to add another rule.
Second condition:
- Select Hubspot attribute: "Deal stage"
- Is equal to: "is equal to"
- Select value: Type "Negotiation"
Notice the "AND" between conditions. This means deals must meet BOTH criteria to be imported. You can add as many conditions as you need.
Using OR Logic
See that "OR" button at the bottom? This lets you create alternative condition groups. So you could say: import deals that are either in "Negotiation" stage OR owned by a specific sales rep. Click "Add group" to create OR conditions.
You can even combine AND and OR logic for complex filtering. For example: (Deal amount more than $10,000 AND stage = Negotiation) OR (Deal amount more than $50,000 AND stage = Proposal).
The "+ Add condition" button adds more rules to the current group. The "Delete group" button removes an entire condition group.
Selecting Fields to Import
After defining which deals to import, scroll down to "Select Hubspot fields to import." This is crucial—you're choosing which data points to bring into Coldout.
You'll see tags for different fields: Company name, CEO full name, Description, and so on. By default, Coldout suggests common fields, but you can customize this completely.
Click the dropdown to see all available Hubspot properties. Select everything you need: contact information, company details, deal value, close date, owner, custom properties—whatever you'll need for your workflow in Coldout.
Don't import unnecessary fields. More fields mean more columns in your table, which can get messy. Be strategic.
Keeping Records Updated
Now, here's a feature that sets Coldout apart: automatic syncing.
Scroll down to "How to keep records updated." You have two options:
Manual sync - Import once, and that's it. Your data is a snapshot from the moment you import. If deals change in Hubspot, your Coldout table won't update automatically.
Scheduled sync - This is powerful. Coldout will automatically check Hubspot and update your table on a schedule.
If you choose Scheduled sync, you'll see a "Sync every" field. You can set it to sync every 1 Day, or change it to hours, weeks, or even months using the dropdown.
For example, if you want your deal data refreshed every morning, set it to sync every 1 Day. For rapidly changing data, you might sync every few hours. For slower-moving data, maybe once a week is enough.
Scheduled sync ensures your Coldout data stays current with Hubspot without any manual work. It's perfect for ongoing campaigns and reporting.
Submitting Your Import
Once everything is configured—your criteria, your fields, and your sync settings—click the blue "Submit" button at the bottom.
Coldout will now connect to Hubspot and start importing your data. Depending on how many records you're importing, this might take a few seconds or a few minutes. You'll see rows start to populate in your table.
What Happens Next
Once your Hubspot data is in Coldout, you can start enriching it. Find email addresses for contacts, get company details, use AI to write personalized messages, or trigger automations based on deal stage.
And if you set up scheduled sync, Coldout will keep checking Hubspot and updating your table automatically. New deals matching your criteria? They'll appear in Coldout. Deal stages change? Coldout updates it. It's hands-free data management.
Pro Tips
Here are some advanced tips:
Tip 1: Start with a small test import using custom criteria. Import just 10-20 records first to make sure your fields and criteria are correct before importing hundreds or thousands.
Tip 2: Use descriptive names for your imports. If you're importing multiple Hubspot lists or criteria, you'll want to remember what each table represents.
Tip 3: Combine Hubspot imports with Coldout's enrichment features immediately. For example, import deals, then automatically enrich with company employee count, funding data, and decision-maker emails.
Tip 4: For deals, consider importing based on deal stage so you can create stage-specific outreach or research workflows.
Wrapping Up
So there you have it: importing from Hubspot into Coldout. Connect your account, choose your object type—companies, contacts, or deals—decide whether to import all, from a list, or with custom criteria, select the fields you need, and set up scheduled syncing to keep everything current.
This integration turns Coldout into an extension of your Hubspot CRM, giving you enrichment and automation superpowers on top of your existing data. Start with a simple import, then get creative with custom criteria and scheduled syncs!
