How to Use the HubSpot Contact Data Enricher

Before you start

• Your HubSpot contacts must already include a LinkedIn profile URL.
  → If not, use the LinkedIn Profile URL Finder Phantom first.
• This Phantom automatically includes email discovery when enriching contacts. That means it will use your Email discovery credits, even if your input file only contains LinkedIn URLs.
  → There isn’t currently an option to disable this feature within the Phantom’s setup.

Step 1: Connect your HubSpot account

1. Click Connect and authorize PhantomBuster to access your HubSpot account.
   • You only need to do this once, your HubSpot account will remain linked for future Phantoms.
2. Contact update only (Optional):
   • Enable if you want to update existing HubSpot records without creating new ones.
   • Before you can use this checkbox, you must first activate it in your Workspace Settings:
     1. Click your profile menu in the top right corner.
     2. If you have more than one workspace, make sure the correct one is selected from the dropdown. Look for the ✔️ symbol next to the active workspace name.
     3. Under your Workspace section, click Settings. 
        
     4. Check the box Contact update only.
        
     5. Once enabled, the checkbox will automatically be checked in all HubSpot Phantoms.
3. Next, Choose the HubSpot contact segment you want to enrich:
   • The Phantom will only enrich contacts that already contain a LinkedIn profile URL.
4. Set up your field mapping:
   • HubSpot → the property you want to update (e.g., Job Title, Company, Email, LinkedIn URL).
   • PhantomBuster → the data source (e.g., LinkedIn job title, LinkedIn company name, LinkedIn profile URL).

The most important field is LinkedIn profile URL. This is what the Phantom uses to match your HubSpot contacts with their LinkedIn profiles.

Step 2: Connect your LinkedIn account

To let the Phantom act on your behalf:

1. Install the PhantomBuster browser extension and connect your LinkedIn session in one click.
2. If you’re not using Chrome or Firefox, you can retrieve your session cookie manually (see our cookie guide).

Check your browser user agent
Make sure your browser is up to date before connecting your account. 
→ If your Chrome or Firefox version is outdated, your session cookie may expire much more quickly, and you’ll need to reconnect often.

Step 3: Configure enrichment options

You can adjust how many contacts are enriched and which data types to include.

1. Profiles to update per launch (optional):
   • Default = 200.
2. Enrich your profiles with company data (optional):
   • Enable to also extract company pages for fields like company name, size, industry, and website of the identified profiles.
3. Push updates to HubSpot:
   • Toggled on by default.
   • Synced based on the mapping you set in Step 1.
4. Field mapping (required - takes a couple of seconds to load):
   • After connecting, configure Field mapping to decide which PhantomBuster fields are sent to which HubSpot contact properties. 
     → If you skip this step, properties will be sent blank.
   • Columns:
     • PhantomBuster → the data source (e.g., first name, last name, company, lifecycle stage).
     • HubSpot → the destination contact property to update.
     • Action → how to update the property in HubSpot:
       • Fill if empty: only writes when the HubSpot field is currently blank.
       • Overwrite: always updates the HubSpot field with the new value.
   • Add custom properties:
     • Click Add property to map another field, then select:
       1. A PhantomBuster property (e.g., lifecycle stage).
       2. The corresponding HubSpot property: 
          → If the HubSpot property doesn’t exist yet, create it first in HubSpot as a custom contact property, then return to mapping.
          → For a step-by-step walkthrough, see How to Map Properties Between PhantomBuster and HubSpot.

Processing order and rate limits:

• Processing order: Profiles are enriched in the same order they appear in your HubSpot contact segment.
• Rate limits:
  • Standard accounts: ~80 profiles per day (8 launches × 10 profiles per launch).
  • Sales Navigator accounts: ~150 profiles per day (15 launches × 10 profiles per launch).

Step 4: Select launch frequency

Choose how often the Phantom should run:

1. Launch manually: Start the Phantom yourself whenever you need.
2. Launch once at a specific time: schedule a one-time run at a set date and time.
3. Launch repeatedly: schedule regular runs (e.g. once per day, several times during working hours).
4. Launch after another Phantom: chain automations together so this Phantom starts right after another finishes.
5. Advanced scheduling: customize the exact minutes, hours, days, or months when the Phantom should run.

→ For a complete walkthrough of scheduling options, see our guide to scheduling Phantoms automatically.

Step 5 (Optional): Advanced settings

Advanced settings are available if you want to fine-tune how your Phantom runs, but by default they’re already optimized for most use cases.

We recommend leaving them as they are unless a guide specifically instructs you to change something.

→ For a detailed overview of all advanced options (like execution limits, retries, email notifications, proxies, webhooks, and file management), see our Advanced settings guide.

Launch and results

When you’re ready:

1. Click Launch to start your Phantom.
2. Once it finishes, open the Results tab in the Phantom console to see which contacts were enriched or updated.
3. Download your results as a CSV or JSON file.

→ To learn how to export your data to Google Sheets, integrate with other tools, or reuse it in more automations, check our Access and Export your Phantom Results guide.

Export and input limits on the Free plan
If you’re on the Free plan or Free trial, some features are limited:
- CSV exports include only the first 10 rows of results.
- CSV download links (for dynamic viewing in Google Sheets or integrations) are not available.
- JSON exports are not available.
- CSV upload as an input method is not supported.
To unlock all features, you’ll need to upgrade to a paid plan.

What happens during enrichment

• If a contact has changed company, the Phantom will:
  • Flag the old contact as “no longer at company.”
  • Create a new contact record with updated details, including:
    • New company (added to HubSpot if not already there)
    • Professional email (if available)
    • Start date at the new job
    • Previous lifecycle stage, job title, and company info stored as historical data

This follows HubSpot’s best practice of keeping separate records for different email addresses while maintaining a full relationship history.

What you give (Input) and What you get (Output)

This section gives you a detailed breakdown of everything you need to provide to run this Phantom, and everything you’ll receive once it completes.

What you give (Input)

What you get (Output)

Tips and troubleshooting

Common pitfalls

• Field mapping not configured → If you skip Field mapping, contacts can sync to HubSpot without any data. Double-check that each PhantomBuster field is mapped to the correct HubSpot property before launching.
• Missing LinkedIn URLs → The Phantom can’t enrich contacts without them. Use the LinkedIn Profile URL Finder first.
• HubSpot contact limits → Free HubSpot plans cap contacts. If you’re at your limit, enrichment will fail for new records.
• Unexpected Email discovery credit usage → This Phantom automatically performs email discovery as part of enrichment. Email discovery credits are consumed even if only LinkedIn URLs are provided.

If you run into issues

• Check how to troubleshoot your phantom using Logs.
• Browse the Fix Issues & Troubleshoot Errors section for solutions to common problems.
• Review our Automation Rate Limits by Platform guide.
• Check our Best Practices for Social Media Automation guide.

Suggested automations

• HubSpot Contact Sender → Keep enriched LinkedIn data flowing directly into HubSpot.
• LinkedIn Profile URL Finder → Add missing LinkedIn profile URLs before enrichment.
• LinkedIn Search Export → Generate fresh lead lists, then sync and enrich them in HubSpot.