Associate HubSpot Companies or Contacts to Meetings on Import

In Magical Import, associating records to meetings requires two things in your CSV. Each row needs the contact or company's Matching Criteria value and the Meeting ID from your calendar system. Each row pairs one attendee with one meeting, so a meeting with several attendees appears on several rows with the same Meeting ID.

For the Matching Criteria options available for contacts and companies, see Mapping CSV Columns to CRM Fields, Field Logic, and Matching Criteria.

The image above shows a CSV file opened in a spreadsheet with three columns: Meeting ID, Attendee, and Organizer. Ten data rows are shown, each with a Meeting ID, an attendee email address, and an organizer email address. Some Meeting IDs appear on more than one row, which links multiple attendees to the same meeting. Meeting ID 52199734366 appears twice, with attendees dleow@ezea.hr and shusin@ezea.hr. Meeting ID 52468251441 also appears twice, with attendees xiaolin.miller@cypherinc.co.pl and samsudin.poh@cypherinc.co.pl.

In the Magical Import module, the meeting association is configured in two steps: Data Mapping, where you point the attendee column to the right HubSpot field, and Data Operations, where you set up the association itself.

1. In the Magical Import module, select your CSV and template. See Selecting a CSV and Template for Import.
2. Click the Data Mapping heading to expand it.
3. Map the column that identifies each attendee to the HubSpot field you're using as Matching Criteria. In this example, the Attendee column maps to the contact Email field. See Mapping CSV Columns to CRM Fields, Field Logic, and Matching Criteria.

4. Leave the Meeting ID column unmapped. It is used only for the association and isn't written to a field.

   

   The image above shows the Data Mapping section of the Magical Import module. Two CSV columns are shown. The Meeting ID column has HubSpot Field set to "Not Mapped," and Field Logic set to "Update," and a red warning icon appears beside its name. The Attendee column, highlighted with a blue outline, has HubSpot Field set to "Email" and Field Logic set to "Update." A red warning icon also appears beside the Data Mapping heading.

5. Click the Data Operations heading to expand it, then click the Associate tab.

6. Configure the association with the following settings: 

   • Action: Add
   • Associate: Contact to Meeting by ID or Company to Meeting by ID
   • Labels: Unlabeled
   • CSV Column: Meeting ID

   
   The image above shows the Data Operations section of the Magical Import module. The Associate tab is selected and shows a badge with the number 1. An association is configured with four settings: Action is "Add," Associate is "Contact to Meeting by ID," Labels is "Unlabeled," and CSV Column is "Meeting ID." A gray X button appears at the right end of the row.

7. Continue to run your import.

In HubSpot, the newly added contact or company associations appear on the meeting activity. Open the meeting and click the associations link (for example, "7 associations") to see the associated records grouped by object type, such as Contacts, Companies, and Deals.

The image above shows a logged meeting activity in a HubSpot record timeline under the heading "May 2024." A link in the lower right reads "7 associations," and a teal arrow points to it. The link opens a panel with a list of object types on the left. On the right, a search box reads "Search current associations" with checked records listed below it.