Import an existing HubSpot Contact List to RollWorks

Before you start, please keep in mind that you can add HubSpot contact lists to RollWorks in two different ways:

  1. Enhanced Contact Lists [Beta]: You can create contact lists natively in RollWorks using your own HubSpot data in combination with other data offered by RollWorks like Bombora Company Surge Intent and Journey Stages. New contacts will refresh every 12 hours. If you prefer this method jump to this article.
  2. Imported Contact Lists: You can import your pre-existing HubSpot contact lists to RollWorks as is. New contacts will refresh every 24 hours. After importing a contact list you cannot edit the list from RollWorks and you cannot filter the contacts using other data offered RollWorks. Continue reading to learn more.

 Do you need help deciding which option is right for you?

If you need help deciding between Enhanced Contact Lists and Imported Contact Lists visit this help center article to learn the key differences.

 

How to import an existing HubSpot Contact List

You can import HubSpot Contact Lists to RollWorks and target them with digital ads. Importing HubSpot Contact Lists to RollWorks is a two-step process:

  1. Create your contact list directly in HubSpot.
  2. Import the contact list to RollWorks.

 

Before you start

 We recommend a minimum of 1000 unique email addresses

We strongly suggest that your contact lists synced from HubSpot have at least 1,000 unique email addresses for optimal performance. Even though the technical minimum to run a contact targeting campaign is only 100 unique emails matched to a cookie, 100 is too small to yield optimal reach and ad performance. 🔎 Learn more about how Contact Lists work here.

 

Step 1: Create a Contact List in HubSpot

You can skip this step if you already have existing HubSpot contact Lists that you want to bring over to RollWorks.

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  • Click Create list to build the list of contacts that you would like to bring over RollWorks. You can find step-by-step instructions about how to create Contact Lists in this HubSpot help center article.  

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Step 2: Import Contact List to RollWorks

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  • From the dropdown select From Integrated App.

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  • Click the HubSpot card.

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  • Click the button labeled Import Lists to view all available HubSpot Contact Lists.

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  • Select the Contact List(s) that you wish to import and click Done.

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  After completing the steps above you have successfully synced your selected HubSpot Contacts Lists over to RollWorks. If the lists you import are dynamic Contact Lists in HubSpot they will update automatically in RollWorks.

Now that you have synced over your contact lists from HubSpot to RollWorks, you can engage or suppress this audience in your RollWorks Ad Campaigns

 

Find HubSpot Imported Contact Lists

Log in to RollWorks and go to Audiences > Contact Lists.

Your imported HubSpot Contact Lists will be listed under the tab Imported Lists and will automatically be named ending with '-hubspot' so that you can easily identify them by their name.

You can use the filter option Source to find only imported lists from HubSpot.

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Data Sync

The data sync between RollWorks and HubSpot is scheduled daily at 9:00 am (UTC), any new lists created in HubSpot will appear as available to be imported to RollWorks after this daily sync.

After importing a list, RollWorks will complete the cookie-matching process, which can take up to 72 hours. You cannot use imported Contact Lists in your Ad Campaigns until this cookie-matching process is complete.

To confirm if a Contact List is ready to be used in Ad Campaigns login to RollWorks, navigate to Audiences > Contact Audiences and search your contact list name under Synced Audiences.

Synced Audience Status Description
Waiting for matches You have successfully imported this list and Rollworks is matching your contact email addresses to use browser cookies. This process can take up to 72 hours.
Ready to use The cookie-matching process has been completed and your Contact List is ready to be used in an Ad Campaign.
Audience too Small The imported contact list has less than 100 email addresses and cannot be used in RollWorks Ad Campaigns
Audience no longer Syncing RollWorks is unable to update your imported contact list from HubSpot, either because this list has been deleted from Hubspot or has changed.

 

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To learn more about the RollWorks process we use to ingest your CRM Contact Lists go to this Help Center article.

 

Troubleshooting

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If the Hubspot Integration is not Connected, click Connect to complete the integration setup. Learn about it here.

If the HubSpot Integration is already Connected, confirm that you allow RollWorks to sync standard fields from HubSpot:

  • Log in to RollWorks and navigate to Integrations.
  • Click the HubSpot card.
  • Mark the checkbox 'Gain Access to powerful...' under HubSpot Data Sync Settings.
  • Click Save.

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FAQ

Why is the contact list size in RollWorks different than the list size in HubSpot? 

The contact list size surfaced in RollWorks is after email validation.  It’s possible a HubSpot Contact List has invalid emails (e.g., not a recognized email format) which RollWorks skips ingesting.

 

What is the minimum amount of emails required in a Contact List to run an Ad campaign?

Your contact list must contain a minimum of 100 emails for you to run a campaign in RollWorks. 

 

How do I create Account Lists and Account Groups using HubSpot properties?

Creating account lists and groups using HubSpot properties is done in the Account List Builder in the RollWorks Platform. ​​For more information about how to use the RollWorks Account List Builder to create Account Lists and Account Groups please refer to this Help Center article.

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