How to update subscription types for many HubSpot contacts at once
One person asking to stop the newsletter is easy. A list of two hundred people who all asked at an event is not. HubSpot has a few ways to change subscriptions in bulk, and the right one depends on who the people are and why you are changing them.
Check you are allowed to first
Subscribing people is not the same as unsubscribing them. Opting someone out is always fine. Opting someone in needs a real reason, such as their agreement, and HubSpot asks you to record it. Never bulk-subscribe a list just because it is in your CRM.
Your options
| Method | Good for | Watch out for |
|---|---|---|
| Import with subscription columns | A file you already have, one change per person | Needs the exact column names HubSpot expects. Test with five rows first. |
| Workflow action | A rule that applies to anyone who meets a condition | It runs on everyone enrolled. Check the list before you switch it on. |
| Communication preferences API | Developers, large or repeated jobs | Needs code and a private app token with the right permissions. |
| One at a time on the record | A handful of people | Slow, but you can see exactly what changed. |
A safe way to do it
- Make a static list of exactly the people you mean to change.
- Export it and check ten rows by eye.
- Change a small test group first and open two of them to confirm only the type you meant changed.
- Do the rest, then keep the file as a record of what you did and why.
Keep the reason. Whatever method you use, note why each person was changed. If anyone asks, "they asked us at the March event" is a good answer. "We just did it" is not.
Where HubSubs fits
HubSubs is part of Kikaye, a set of small HubSpot apps on one login. See what HubSubs does, or read the setup guide.