Send Event Leads to HubSpot: CSV Import Guide

You can send event leads to HubSpot in about 15 minutes after the event. Export your guest list from the Impulse client portal as a CSV, import it into HubSpot as contacts, and add every guest to a list so your follow-up goes out while the event is still fresh. This guide walks through each step, plus the settings that keep consent and duplicates clean.

Impulse collects guest details when guests sign up to get their event photos. Each signup becomes a first-party contact with a phone number and the answers to your signup form. At the Vita Coco Hydration Tour, that added up to 450+ reachable CRM profiles across 5 cities.

What You Need Before You Start

• An Impulse event with guest signups, and access to the Impulse client portal

• A HubSpot account with permission to import contacts

• 10 minutes to check the column mapping the first time. After that, you can save the mapping and reuse it.

Step 1: Export Your Guest List From Impulse

1. Sign in to the Impulse client portal at portal.impul.co and open your event.

2. In the left menu, click Guest List. The Guest Management page lists every guest, with Total, Checked In and Pending counts at the top.

3. At the top right, click the settings icon to open Configure CSV export. Choose the columns you want and drag them into the order you want. Reset to default brings back the standard set.

4. Click Export CSV. The file downloads with a name like guests-<event>-<date>.csv.

Screenshot: the Guest List page with the Configure CSV export panel open.

What's in the Export

Turn on GalleryLink if you plan to email guests after the event. You can drop the link into your HubSpot email so each guest goes straight to their own photos.

Open the file before you import it and check that phone numbers kept their country code. Spreadsheet apps sometimes change long numbers. If that happens, export again and import the file into HubSpot without opening it in a spreadsheet first.

Step 2: Prepare HubSpot Properties

Create a few contact properties in HubSpot before the first import, so every event lands in the same place:

• Impulse guest ID (single-line text) for HumanId

• Event gallery link (single-line text) for GalleryLink

• Event signup date (date picker) for SignupDateUTC

• Event check-in time (date picker) for MostRecentCheckInUTC

• Impulse marketing opt-in for OptedIn and Impulse unsubscribed (STOP) for OptedOut. A checkbox works well for both. Look at how the values appear in your file, and convert them to your CRM's checkbox format if needed.

• Event name (dropdown) so you can filter and report by event

Add an Event name column to the CSV with the same value in every row, for example "Summer Tour Austin 2026".

Step 3: Start the Import in HubSpot

1. In HubSpot, go to CRM > Contacts.

2. Click Import, then Start an import.

3. Choose File from computer, then One file, then One object.

4. Choose Contacts as the object.

5. Upload your CSV.

Step 4: Map Impulse Columns to HubSpot Properties

The two date columns are in UTC. Check the date format HubSpot shows on the mapping screen before you finish.

HubSpot uses email to find existing contacts. If your signup form doesn't ask for email, HubSpot creates a new contact for each row, even if that person is already in your CRM. If you run repeat events with the same audience, add email to your signup form so HubSpot can update existing contacts instead of creating duplicates.

Step 5: Record Consent and Create a List

Before you import, remove guests flagged in OptedOut, because they replied STOP and unsubscribed. If you plan to send marketing, keep only guests flagged in OptedIn, because they ticked the marketing opt-in checkbox at signup.

On the last screen of the import:

• Choose Create and update contacts.

• Tick Create a list from this import. Name it after the event so you can send follow-up to exactly these guests.

• Set marketing contact status if your HubSpot account uses marketing contacts. Only guests flagged in OptedIn should become marketing contacts.

• Confirm the consent statement. HubSpot asks you to confirm that the contacts expect to hear from you.

Click Finish import. HubSpot emails you when the import is done, along with a file of any rows that failed.

Step 6: Check the Import

Open the new list and check 3 things:

1. The number of contacts matches the number of rows in your file, minus any errors.

2. A few contacts show the right phone number, event name and signup date.

3. The gallery link opens the guest's photos, if you exported it.

If you'll run the same import again, save the column mapping as a template so the next event takes 2 minutes.

How to Follow Up With Event Leads in HubSpot

The list you created is your follow-up audience. A few ideas that work well after an event:

• Send a thank-you email within 48 hours with each guest's gallery link.

• Add the list to a workflow that tags these contacts with the event and invites them to the next one.

• Report on the event name property to compare events by new contacts and opportunities created.

To estimate what those leads are worth, use the event ROI calculator.

Frequently Asked Questions

Does Impulse sync directly with HubSpot?

CSV import works today with any HubSpot account, and this guide covers it. If you want a direct sync instead, contact your Impulse contact to set it up.

Can I choose which columns are in the export?

Yes. On the Guest List page, open Configure CSV export to pick columns and drag them into order. GalleryLink is off by default.

How do I avoid duplicate contacts?

Ask for email in your signup form and import with Create and update contacts. HubSpot matches on email, so returning guests update their existing record. Keep HumanId in its own property so you can trace each contact back to Impulse.

Can I do the same with Salesforce or Microsoft Dynamics 365?

Yes. See how to send event leads to Salesforce and how to send event leads to Microsoft Dynamics 365.

Capture More Event Leads

Impulse turns guests who want their photos into first-party contacts, with no app required. See how Impulse captures event leads, or book a demo to see an export from a real event.