How to Prepare for the CRM data migration from Salesforce to HubSpot
Proper preparation and organization are important to any project, and CRM data migrations are no exception. Consider the following guidelines on identifying possible Salesforce migration challenges and identifying the appropriate activities in advance.
1. Clean up Data
Get to know the organization and management rules of the database before setting up any cleaning or deletion activities. You should distinguish the types of vital information and ensure the consistency and validity of the transmitted data.
Don't forget that incomplete duplicates can be merged or replaced so that records remain original and consistent.
2. Get Organized
Edit or build your team's rules for handling data. It's going to help keep records logically ordered. For example, the organization uses sales targets to ensure that all leads, contacts, and accounts are sorted by location.
3. Know Your Data
Identify the objects you want to migrate to HubSpot and determine how your current CRM differs from your future solution. Let's assume that the data covers past items like old appointments or missing meetings.
4. Special Considerations for Salesforce Lightning
While Salesforce Classic is an older release of the Salesforce platform, which is more traditional and requires manual coding for customizations, Salesforce Lightning is an up-to-date version of the platform offering faster performance and more ready-to-go customization options. If you’re considering migrating from Salesforce Lightning to HubSpot, learn about the specifics of the process before the actual migration.
The enhanced customization and automation make the transition from Salesforce Lightning to HubSpot more complex. Thus, you’ll have to map more data relationships and components than in a migration from the Classic version of the platform. Auditing and simplifying custom objects is also a good idea to make sure the migration goes smoothly.
5. Create a Backup Plan
Create a backup plan to eliminate any data loss. You may use SyncMatters' Data Exporter to back up your data. (You can create a sample data backup to see how the service works.) The backup process is based on an API request and can take from 5 minutes to several hours, as it depends on your data set and your system’s peculiarities.
6. Map Out the Data
When the specifics of the old framework have been evaluated and updated, continue to compare its records with those available in HubSpot. Consider each custom field you have created and evaluate the names of the entities. Build custom data and fields based on your current framework to fit the CRM you're migrating to, and resolve the differences you've found.
- Find out how to map objects and their related fields.
- For mapping complex data, check out our free guide on objects and field mapping.
7. Test the Salesforce to HubSpot Migration Service
Before migrating your data from Salesforce, test the Salesforce-to-HubSpot migration service first. A test run of the migration will help you validate data mapping, check associations, and confirm workflows and properties behave as expected. This migration approach presupposes starting with a limited representative data set and verifying that the relationships between records are preserved.
Pilot migration will also reveal how the switch to HubSpot affects your automations and custom objects. Once the test data is in HubSpot, compare it to the source in Salesforce to confirm accuracy. Conducting a test migration will minimize the risks and ensure the full-scale migration goes smoothly.
Take advantage of this free trial. The sample applies to the CRM system and the data migration service. Make sure you see that everything flows in the way you planned with SyncMatters' MigrateMyCRM platform. You should select a wide enough data set for the sample to identify potential failures. Find out the top 8 reasons why CRM fails and implement it successfully.
8. Use Salesforce Sandbox for Safe Testing
Salesforce Sandbox is an isolated copy of the Salesforce data you can safely use for migration testing. Migrate Salesforce Sandbox to HubSpot to experiment with data exports, field mappings, and integration settings.
Migrating from Salesforce Sandbox to HubSpot will help you identify issues with missing fields, faulty relationships, or automation conflicts without affecting the live environment. Use the sandbox environment to run a small-scale migration test, validating that all the migrated data remains intact. After making sure everything works smoothly in the sandbox, you can proceed to the full-scale migration from the live environment.
9. Estimate the Migration Price
Visit our online estimator to estimate the cost of your MigrateMyCRM Migration. The estimate depends on how many records you have. You can run it to get an estimate on an automated migration or for a guided migration.
However, the estimate is not your final migration cost. Final costs are subject to change. The estimator is used to get you the most accurate possible quote.
Migrating from Salesforce Lightning to HubSpot
Compared to Salesforce Classic, Salesforce Lightning provides more automation and customization options. While the modern features extend the functionality of the platform and make it more user-friendly, migrating from Salesforce Lightning to HubSpot gets more complex, as data structures are more independent in the Lightning version.
The steps below will help you navigate the migration process smoothly:
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Audit Lightning-Specific Customizations
First, check all Lightning custom objects, components, and page layouts to identify which elements are purely visual and which have underlying data. Also, make sure to record types, validation rules, and automation flows for secure recreation in the HubSpot ecosystem. Simplifying might be another helpful approach—try migrating only what’s essential.
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Plan Field and Workflow Mapping
Another step to migrate Salesforce Lightning to HubSpot is mapping all critical fields. The complex field structures typical for Salesforce Lightning don’t translate directly to HubSpot. Test your mapping using data backup before full migration.
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Adapt UI and Permissions
While migrating from Salesforce Lightning to HubSpot, keep in mind that Lightning’s user experience differs from the HubSpot setup. Reconstruct all necessary dashboards, views, and access controls in HubSpot to preserve visibility and functionality.
4 Different Ways to Perform Data Migration from Salesforce to HubSpot
Let’s take a look at four main options to import your CRM data from Salesforce to HubSpot.
1. Migrate with HubSpot’s Native Tools
HubSpot has a native migration tool that is user-friendly and works for simpler use cases. You just need to export your existing CRM data into a .csv file and upload it into HubSpot, or you can use the native SFDC sync to import the records. You can import contacts, companies, deals, tickets, products, notes, and custom objects with this approach.
HubSpot is also offering data migration packages to make your CRM data import even easier. This service is sold to you by HubSpot and delivered by us, SyncMatters, a long-time Elite HubSpot Solutions Partner.
However, to migrate Salesforce Lightning to HubSpot, you’ll have to keep in mind its specifics, including handling custom objects and automation flows that differ from the Classic version.
NOTE! You know that there are main records: Contacts, Accounts (Companies), Deals (Opportunities), Leads, and activities such as emails, notes, tasks, products, and so on.
If there are any objects that you are unable to migrate via HubSpot's tools, let us know. We'll make sure to capture the remaining records and associate them with the records that already imported.
2. MigrateMyCRM by SyncMatters
MigrateMyCRM is an automated migration that migrates customer data for you, so you don’t have to lift a finger. We bridge the gap between almost all CRM data migrations, including Salesforce and HubSpot.
Perform the data migration process on your own with MigrateMyCRM. The main features of this option are:
- Free Sample Migration
- Cost-conscious migration
- Quick turnaround
- Objects and users matching
- Automated migration process
To perform the Salesforce to HubSpot migration, go through the following steps:
- Visit MigrateMyCRM to perform a free sample migration from Salesforce to HubSpot. Choose HubSpot from the drop-down menu. Make sure you have an active account to authorize CRM.
- Confirm your email address to receive notification about the sample and the results file.
- Choose which objects you want to migrate from Salesforce to HubSpot, then perform the User matching and field mapping independently.
- If you don’t want to modify anything in the field mapping, click the “Start Sample” button to launch the sample migration right away.
Note: For new users, the data fields are automatically assigned using the most common logic (automapping).
- When the Sample Migration to HubSpot is complete, you may evaluate the results. If you’re satisfied, start a full migration. The price of the full migration will depend on the number of records you want to migrate.
If something goes wrong and you want to set up mapping on your own or change migration options, click the “Change Fields Mapping” button. Choose data fields to migrate and check certain boxes to migrate your records.
You can re-run your free sample migration and change field mapping as many times as you need at no cost.
Read more about troubleshooting MigrateMyCRM in our FAQ section.
3. Guided Self-Service
If you’ve reviewed MigrateMyCRM but don’t want to use the tool on your own, we have your back.
Our Guided Migration Service allows you to pay for 5 hours of technical support simply. You’ll have a dedicated, personal account manager discuss your options, guide you through the mapping process, and/or do the entire migration for you. For more details on our Guided Service, visit our Guided Service Migration and get in touch with our experts at hello@syncmatters.com. Characteristics:
- Cost-conscious
- 5 hours of expert support
- Less time-consuming
- Personal migration expert
- Automated migration process
4. Custom Migration
SyncMatters' Custom Migration Service is a more personal and less DIY-type of approach. Our migration experts will guide you through the entire process.
Custom Migrations provide you with a personal Migration Specialist, migration setup, customization of migration, migration assistance, and the following features:
- Higher cost
- Almost no limitations
- Shallow involvement
- Personal approach
- Little to no time consumed
- Pre/Post-migration validity
What does a ‘personal approach’ mean in terms of Salesforce to HubSpot migration?
The personal approach aims to eliminate any possible problems during the CRM migration and ensure to assist you through the transition process. You can:
- Schedule a call and clarify all necessary information about the CRM migration
- Get an overview of the main steps of your data import
- Get an investigation and analysis of your data migration requirements with the help of our tech team
- Evaluate your CRM migration details and let us launch the Full migration to the desired CRM
What is SyncMatters' Migration SaaS License?
Migration SaaS License offers the ability to use our migration tool in any way you want. You can access a certain amount of migration updates, re-migrations, and support staff during a specific period of time, depending on the chosen license plan.
How to Proceed with Salesforce-HubSpot Mapping
If you use HubSpot’s Native Migration tool, you can map them to HubSpot as custom properties. This allows you to use the record type for segmentation in HubSpot.
You can map Salesforce record types to HubSpot’s custom objects with one of two field types: single-line text and dropdown select.
- Map Salesforce record types to a custom HubSpot single-line text property (Beginner)
- Map Salesforce record types to a custom HubSpot dropdown select property (Advanced)
You can do the same with the help of SyncMatters. Below, we’ll describe the mapping process in more detail.
You can perform object selection, users matching, fields mapping with the following options:
- Find out the types of fields in your source and target CRMs that correspond
- Check if the field is native or custom by hovering over the ‘i’ icon
- Check the field usage in your source CRM
- Perform advanced mapping for complex fields (similar fields of the same type, like work phone, home phone, mobile phone, etc.)
Read more about how to map objects and their related fields to make the Salesforce HubSpot mapping easier.
What data can I migrate from Salesforce to HubSpot?
The objects below are included by default; however, any object can be added to the migration. We support all native and custom objects from Salesforce.
| Salesforce Objects | Salesforce Lightning Considerations | HubSpot Objects |
| Accounts → | Versatile record types and layouts | Companies |
| Attachments → | Lightning notes/attachments | Attachments |
| Calls (Tasks) → | Automated by Flows | Calls |
| Campaigns → | Member statuses and hierarchies differ | Campaigns |
| Comments → | Chatter/custom UI elements | Comments |
| Contacts → | Can be linked to multiple accounts | Contacts |
| Email Messages → | Templates; test activity mapping | Emails |
| Leads → | Assignment rules need review | Lead |
| Meetings (Events) → | Repeated events may migrate incorrectly | Meetings |
| Notes → | Require compatibility check | Notes |
| Opportunities → | Automations must be restructured in HubSpot | Deals |
| Products → | Dependencies need to be simplified | Products |
| Tasks → | Flow-based logic has to be rebuilt | Tasks |
| Users → | User hierarchy differs; requires adjustments | Users |
While migrating from Salesforce to HubSpot, you may notice that the majority of core objects match directly; however, Lightning adds more customization layers that require manual check-up and adjustment before full-scale migration.
HubSpot-Salesforce Integration
SyncMatters' integration platform was built to connect any data or system to HubSpot directly, including Salesforce CRM. Being the first specific HubSpot middleware, we have robust experience and profound knowledge behind our HubSpot integration projects. We’ve builtit to fit every kind of user. Whether you have little knowledge or a clear understanding, our middleware adapts to all levels of technical experience. Our integration background is stealthy, as we’ve worked with Dell Boomi, Workato, and Bedrock Data.
The HubSpot-Salesforce integration allows you to seamlessly pass data between HubSpot and Salesforce and maintain consistency between your marketing and sales teams. But there are some requirements for HubSpot-Salesforce integration. The integration user installing the HubSpot-Salesforce integration must have the following subscriptions, access, and permissions.
Moreover, it may face HubSpot-Salesforce sync errors, where you have to adjust HubSpot-Salesforce API calls limits, which prevent data from syncing. You can identify and resolve these sync errors in your Salesforce integration settings. Read about HubSpot's alternatives.
Salesforce to HubSpot Migration: SyncMatters' Route
Some people consider data migration as a fast switch of the database from one platform to the new one. Unfortunately, it doesn't work that way.
Datasets can be amazingly knotty and complex. In cases where the datasets are small, objects are easy, and the custom fields are small. As a result, the migration process can be accelerated. Afterward, you can pursue the migration on your own at the lowest possible cost using an automated migration tool.
How We Get You a Firm Scope
- NDA
By signing a non-disclosure agreement, you’re ensured that your data will be secure and will not be shared. We delete your data from our servers when our transaction is complete.
- Secure access
We send you an encrypted link, and we access your dataset through APIs. We can also request a full data backup or request your target credentials to upload to our server.
- Efforts determined
Once we have access, our tech engineers start to determine efforts by analyzing scope and complexity.
- Proposal Confirmation
When you have confirmed the proposal and scope of work, we provide you with our MSA (Master Service Agreement). The project begins with an introductory call with your personal account manager, who will assist you throughout the process.
Milestones of Salesforce to HubSpot Import Process
- A kickoff call. You and your account manager will have a 30-minute video call and use screen-sharing to take a look at the entire project.
- Mapping session. Our tech engineers will cache your data, build your mapping interface, and delete or even merge fields.
- Checking data. Here, we take a subset of data from your database and move it into the desired solution. This involves the mapping logic and any other custom requests. We want to make sure we have it right before moving data in bulk.
- Pushing data. If everything is right, we’ll begin the full migration. On average, this process takes 1-5 days.
- Quality check. Our QA team checks whether all the data landed accurately. They check for errors against the mapping as well as the associations between all objects.
- Delta migration. Your company can continue to work in the current CRM during the migration. When you and your team are ready to stop using the source solution, we comply with the delta migration.
Tips after the Salesforce to HubSpot Migration
Provide Ongoing Training for New CRM Features & Processes
When new CRM features are introduced, it is important to make sure the team is updated. Without constant planning, the team would not complete tasks with new CRM functionality that could lead to delays and failures. CRM functions' effort to simplify processes would have been redundant simply because no one knows how to use them.
Estimate Your CRM’s Features
Estimate the implementation of your platform 2-3 months after the start of the CRM. Is that everything you expected? Are you satisfied with your layouts? Many vendors allow users to make small changes to the system in the first few months of use.
It is recommended that the CRM be re-estimated after one year of use. There might be some new fields that you'd like to add. Or some features weren't needed initially, but now it would be a good thing to have.
Test your HubSpot CRM
Even if you have gone through the migration process smoothly and error-free, you also need to conduct a post-migration audit. Take the time to look for potential problems in your new CRM. Make sure the required data was migrated, and the dashboard is working correctly.
Conclusion
That’s it! This is what the Salesforce to HubSpot migration looks like. HubSpot can boost the efficiency of your sales processes as well as improve your customer experience. Perform Salesforce to HubSpot import smoothly and securely using SyncMatters' migration solutions.
So, here’s your Salesforce to HubSpot Migration checklist:
Pre-Migration Tips:
- Clean up data
- Get organized
- Know your data
- Create a backup plan
- Map out your data
- Test the migration service
- Estimate the migration price
Import Process:
- Choose Salesforce as existing and HubSpot as a future CRM platform
- Enter all required credentials
- Modify the objects you want to migrate
- Start free sample migration
- Evaluate results and launch the Full Migration
Post-Migration Tips:
- Provide Ongoing Training for New CRM Features
- Estimate Your CRM’s Features
- Test your HubSpot CRM
If you want to learn more about the process of data migration to HubSpot CRM, contact our experts for useful insights.
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