The Scenario
You are a demand gen manager. A webinar ran yesterday. 300 registrants. Their names, emails, company names, and job titles are sitting in an Excel workbook that the webinar platform exported overnight. The file is in the Leads tab.
Every one of them needs to be a HubSpot contact before the sales team starts follow-up calls at 10 AM.
The slow version of this morning:
- You open HubSpot's import tool and download the CSV template
- You reformat the Leads tab so the column headers match HubSpot's property names exactly
- You save as CSV and upload it, work through the property mapping screen, and hit Submit
- You wait for the import to process and then open the error log
- Forty-two rows failed. You have no idea which ones. You start over.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook that reads the data and calls the HubSpot API directly, so you never have to touch HubSpot's import UI.
Open the SheetXAI sidebar and type:
Create a HubSpot contact for every row in the Leads tab using first name in column A, last name in column B, email in column C, company in column D, and job title in column E. Write the new contact ID back to column F for each row. If a contact with that email already exists, update their job title and company instead. Skip any row where column C is blank.
SheetXAI reads every row in the Leads tab, calls the HubSpot API to create or update each contact, and writes the resulting contact ID into column F.
What You Get
A workbook with column F populated in the Leads tab across all 300 rows:
- Contact IDs — for every successfully created or updated record
- Error notes — for any row that failed, inline in column F
- No duplicates — existing contacts get updated, not doubled
The update-or-create logic is the part that matters. A CSV import creates a second contact if the email already exists unless you set a specific deduplicate option. SheetXAI handles this in the prompt.
Need to also tag all 300 with the webinar campaign? Add it to the prompt: "Also add the tag 'Webinar May 2026' to each contact created or updated." One sentence, done.
What If the Data Is Not Quite Ready
Webinar exports are rarely clean. SheetXAI does the cleanup and the contact creation in the same prompt.
When first and last names are combined in one column
The export gave you "Jane Smith" in column A instead of separate first and last name columns.
Split the full name in column A of the Leads tab into first name and last name. Then create a HubSpot contact for each row using the split name, email in column B, company in column C, and job title in column D. Write contact IDs to column E.
When company names have inconsistent casing
Rows say "acme corp," "Acme Corp," and "ACME" for the same company.
Normalize the company names in column D of the Leads tab: title-case each one and standardize common abbreviations. Then create HubSpot contacts from all rows and write contact IDs to column F.
When you only want registrants who attended
The export includes everyone who registered, but you only want people who actually showed up (column F = "Attended").
Filter the Leads tab to rows where column F says "Attended." Create a HubSpot contact for each of those rows using columns A through E. Write contact IDs to column G.
When you need contacts created, companies created, and associations built in one pass
The registrants work for accounts you want to track. You need both the contact and the company record, properly linked.
For each row in the Leads tab, create a HubSpot contact using columns A through E. Look up whether a company with the domain from column D already exists in HubSpot. If it does, associate the new contact with it. If it does not, create the company first, then associate the contact. Write the contact ID to column F and the company ID to column G.
The pattern: instead of cleaning the workbook and running an import, you ask SheetXAI to clean and create in one prompt. The row-level feedback means you know exactly what happened.
Try It
Get the 7-day free trial of SheetXAI and open any Excel workbook of leads or registrants, then ask it to push them into HubSpot. The HubSpot integration is included in every SheetXAI plan. For related workflows, see how to bulk-create HubSpot deals from an Excel workbook or the HubSpot in Excel overview.