Import all your customers from HubSpot

Use this when you are setting up ValueRamp and want every existing customer in at once, instead of importing closed-won deals one by one. Nothing is written until you have reviewed a preview, and nothing is sent to your customers.

The panel is called Import all customers from HubSpot. It sits on Workspace Integrations (/integrations) and appears only to Admins, and only once HubSpot is connected.

Start an import

Click Start a new import. Underneath it, the panel reminds you that new accounts start with customer portal access off, that linked accounts keep their setting, and that no email is sent to anyone.

The import has four steps: 1. Customer criteria, 2. Fields & ARR, 3. Scan & Preview and 4. Import summary.

Step 1: Who counts as a customer

Choose one rule:

• Companies with at least one closed-won deal (recommended).
• Companies where a HubSpot property matches. Pick the HubSpot property, then the values that mark a company as a customer.

One import can bring in up to 2,000 companies. ValueRamp limits its HubSpot searches to at most 4 requests a second.

Step 2: Fields and ARR

Field mapping. Map each ValueRamp account field to the HubSpot property it is read from:

• Account name (required).
• Website domain, which is used for linking.
• CSM, which is matched to a staff email.
• Industry, Company size and Region.
• Currency.

ARR. Choose Calculate from closed-won deals (recommended), or a numeric company property. When ARR comes from deals, tell ValueRamp what the deal amount is:

• Whole contract — the amount is divided by the contract years (recommended).
• Already yearly — the amount is counted as ARR directly.

Only deals whose contract covers today are counted.

Renewal date. Choose From deals: the next contract end date (recommended), or a date property. From deals, it is the earliest contract end date that is today or later; if there is none, the field stays blank.

HubSpot Deal Type Mapping. This decides how a later deal is recorded, for example as an expansion or a renewal. A deal type you leave unmapped counts as Expansion, and each deal is counted once.

Import contacts as stakeholders. Up to 25 contacts per company. If a company is linked to an existing account whose portal access is already on, its new contacts are not added; they are listed for the CSM instead.

Click Next: Scan & Preview to start the scan.

Step 3: Scan and preview

ValueRamp scans your HubSpot companies in slices and shows how many it has scanned out of the total. You can leave the page; the scan keeps going and your progress is saved. Nothing has been written yet.

When the scan finishes, the preview lists every company with:

• what will happen to it;
• its computed ARR and renewal date;
• its CSM;
• how many contacts it has.

Filter the list with All Scanned, New accounts, Link to existing, Already in ValueRamp, Needs your decision and Skipped.

• Link to existing fills blank fields on the matched account only.
• Already in ValueRamp companies are skipped.
• Needs your decision companies matched more than one account. For each one, choose Link to an account, Create new account or Skip company. The import button stays disabled until every flagged company is decided.

Change settings discards this preview and takes you back to the settings. Cancel import discards it entirely. When you are ready, click Import N accounts.

Step 4: Importing

While the import runs you can click Stop import. Stop finishes any account that is half-saved, then stops:

• accounts already imported stay;
• the rest are not imported;
• if an account can't be finished, Stop is refused and the panel shows which one.

If a temporary error interrupts a company, it is retried automatically on the next pass.

What the import writes

• New accounts are created with customer portal access off. No one from them can sign in, and no automatic emails go to them. They skip onboarding: no plans are created, and each account starts in Adoption, or in Renewal if its renewal is near.
• Linked accounts get only their blank fields filled. Their customer portal access setting is not touched.
• Contacts become stakeholders with no portal access and no invite email.
• ARR is recorded on each account from the deals or property you chose.

The summary shows how many accounts were imported and linked, and how many contacts were added as stakeholders. Companies that couldn't be imported are listed with the reason. Run the import again to pick them up; companies already imported are skipped.

When the import finishes, the Admin who started it also gets a notice under the Notifications bell, linking back to Integrations.

Turn on portal access when an account is ready

Each account page shows Customer portal access: Off for imported accounts. When you have checked an account, turn the switch on. ValueRamp first asks you to confirm a short checklist:

• the account name and domain;
• the assigned CSM;
• the ARR and renewal date;
• the stakeholder contacts.

Only after you confirm is access turned on. After that, invited contacts can sign in and automatic customer emails start.

Only an Admin or the account's own CSM can change this switch.