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Hubspot to CRM (Migration Guide)

Updated

This in-depth guide walks you through migrating your business processes, data, and workflows from HubSpot to CRM. It focuses on ensuring a seamless transition, reducing disruptions, and fully leveraging CRM’s capabilities.



Preparation for Migration

 

Step 1: Review Current HubSpot Setup

  • Identify Key Features: List all key features used in HubSpot, such as CRM, automation workflows, marketing campaigns, calling, SMS messaging, and e-commerce tools.
  • Document Existing Workflows: Record details of existing workflows, pipelines, and campaigns that need to be replicated in CRM.
  • Assess Data Volume: Evaluate the amount of data (e.g., contacts, deals, emails) to be migrated, ensuring you have adequate storage and resources in CRM.

 

Step 2: Define Migration Goals

  • Set Clear Objectives: Define what you aim to achieve with the migration, such as improved automation, better CRM integration, or cost savings.
  • Prioritize Features: Prioritize which features and data sets are most critical to migrate first.

 

 

Step 3: Prepare Backup

  • Export Data from HubSpot: Export all necessary data from HubSpot, including contacts, companies, deals, tickets, workflows, and other essential records.
  • Backup Data: Ensure you have a secure backup of all data before beginning the migration process.

 

 

 

Migrate CRM Data

 

 

Step 1: Export Data from HubSpot

  • Contacts and Companies: Navigate to Contacts > Contacts and CRM > Companies. Export data as CSV files.
  • Deals and Pipelines: Go to Sales > Deals. Export your pipelines and associated deals.
  • Marketing Assets: Export emails, landing pages, forms, and workflows.
  • Products and Invoices: Export your product catalog and any invoices generated through HubSpot’s payment tool.

 

 

Step 2: Import Data into CRM

  • Import Contacts and Companies:
    • In CRM, navigate to Contacts > Import Contacts.
    • Upload the CSV files exported from HubSpot, mapping fields appropriately (e.g., first name, last name, email).
  • Recreate Deals and Pipelines:
    • Set up new pipelines in CRM under Opportunities > Pipelines.
    • Manually recreate deals or import them if necessary.
  • Migrate Products and Invoices:
    • Recreate product listings in CRM under Payments > Products.
    • Set up invoices and payment links using CRM’s invoicing tool.

 

 

 

Migrate Workflows and Automations

 

 

Step 1: Review Existing HubSpot Workflows

  • List Active Workflows: Identify and document all active workflows in HubSpot, including triggers, actions, and delays.
  • Evaluate Workflow Complexity: Assess the complexity of each workflow to determine the best approach for replicating it in CRM.

 

 

Step 2: Recreate Workflows in CRM

  • Create Automation Triggers:
    • In CRM, navigate to Automation > Workflows.
    • Set up triggers equivalent to those in HubSpot (e.g., form submissions, contact updates).
  • Rebuild Actions and Delays: Recreate actions such as sending emails, SMS, tagging contacts, or updating deal stages. Configure any necessary delays and conditional logic within workflows.

 

 

Step 3: Test Workflows

  • Run Tests: Before activating workflows, run tests to ensure they function as intended.
  • Adjust Settings: Make necessary adjustments based on test results to ensure smooth operation.

 

 

 

Migrate Marketing Campaigns

 

 

Step 1: Export and Recreate Email Campaigns

  • Export Email Templates: Save HTML copies of your HubSpot email templates.
  • Import or Rebuild in CRM:
    • Navigate to Marketing > Email Campaigns in CRM.
    • Recreate or import your email templates and configure them to match your existing designs.

 

 

Step 2: Rebuild Landing Pages and Forms

  • Export Landing Pages: Download the HTML for HubSpot landing pages.
  • Rebuild in CRM:
    • Use CRM’s Sites > Landing Pages builder to recreate landing pages.
    • Ensure all forms and CTA buttons are linked to your CRM workflows.

 

 

Step 3: Campaign Settings

  • Configure Campaigns: Set up your campaigns in CRM, ensuring that all assets (emails, landing pages, forms) are linked. Assign specific goals, budgets, and tracking settings as needed.

 

 

 

Migrate Communication Tools

 

 

Step 1: Migrate Calling and SMS

  • Twilio Integration: If using Twilio in HubSpot, integrate it with CRM for calling and SMS. Go to Settings > Phone Numbers in CRM to set up your Twilio account.
  • Configure Communication Workflows: Set up SMS and call automation workflows in CRM under Automation > Workflows. Ensure all client communication is appropriately logged and tracked.

 

 

Step 2: Setup Conversations Inbox

  • Configure Inbox: In CRM, navigate to Conversations > Inbox. Set up your default inbox and connect communication channels such as email, SMS, and Facebook Messenger.
  • Test Communication Channels: Ensure all channels are functioning correctly and that messages are properly routed to the appropriate inbox.

 

 

 

Final Checks and Training

 

 

Step 1: Perform Final Data Validation

  • Cross-Check Data: Ensure that all data has been successfully migrated and that there are no discrepancies between HubSpot and CRM records.
  • Validate Workflows and Campaigns: Confirm that all workflows, automations, and campaigns are operational.

 

 

Step 2: Train Team Members

  • CRM Training: Provide training to your team on how to use CRM, focusing on the differences from HubSpot.
  • Utilize CRM Support: Encourage team members to leverage CRM’s support resources and community forums for ongoing learning.

 

 

Step 3: Monitor and Optimize

  • Monitor Performance: Track the performance of your new setup in CRM, making adjustments as necessary.
  • Continuous Improvement: Regularly review and refine workflows, automations, and campaigns to ensure they align with business goals.

 

 

 

Decommissioning HubSpot

 

 

Step 1: Transition Period

  • Run in Parallel: Consider running HubSpot and CRM in parallel during the transition phase to ensure no critical operations are missed.
  • Gradual Phase-Out: Gradually reduce reliance on HubSpot as CRM becomes fully operational.

 

 

Step 2: Cancel HubSpot Subscription

  • Final Data Backup: Before canceling your HubSpot subscription, ensure all data is securely backed up.
  • Official Cancellation: Follow HubSpot’s process to cancel your subscription and terminate services.

 

 

Step 3: Post-Migration Review

  • Review Success: Evaluate the success of the migration process and document any lessons learned.
  • Continuous Monitoring: Keep monitoring the system post-migration for any potential issues.