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Best Practices, Limitations,  Options, and More...

Capsule to HubSpot migration

Capsule-to-HubSpot-trujay

What are my options for

converting Capsule to HubSpot?

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Customer-oriented companies need to constantly monitor the effectiveness and, if necessary, revise the existing processes of interaction with customers. Why is this important? First of all, to maintain relations with existing customers. Secondly, to determine the vectors of the company's development, as well as the development of areas of work with new clients in the changing market.

If the title resonates with you, you are most likely already working with Capsule and are thinking about changing it. Perhaps the installed system does not solve the new tasks of your business, employees complain about “complexity” or tariffs.

If you are downloading regular contacts or accounts, you can use the vendor's services. However, not everything is so simple. Vendors are interested in quick migration, and therefore will devote less time to your company, it can be expensive and not so high-quality.

 

Option 1

Migrating myself 

You can do it yourself manually if you have a small amount of information.

 

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Option 2

A wizard import tool or
an integration

There are a few data migration tools on the market that provide direct API to API migration functionality from Capsule to HubSpot.

 

Option 3

A custom migration

We believe this is one of the most convenient options for migrating to HubSpot. Not that the previous options are doing it the wrong way, but this will take the entire lift and process off your plate and you can focus on training and configuring HubSpot.

 

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Option 1: Migrating myself and using the CRM vendor’s import tool

Any company in the process of work accumulates a large database of customers, contacts, accounts and other information important for business. On your own, you can only transfer basic data from Capsule CRM, nothing more. This is a complex and lengthy process. Too often have we seen customers who purchased the new solution and has tried to manage the import on their own, use the CRM vendor's “native” tools and have ultimately just ended up with a mess, three months down the road with half of the data in and the rest left in pieces. Before you purchase your CRM solution, you need to feel comfortable with a plan, a partner, or the tools in place in order to move forward.

pro

Pro

BUT!  This option is free and if that is important to you and you are okay with not importing activities and the rest, it is zero costs and the timeline is your own.  This without a doubt is a major perk.

cons

Con

The downside of this, other than bringing in the rest of your data, is you will be working with files of data, so make sure you know what you’re doing and feel comfortable that you are not jeopardizing the integrity of the data.  Deleting rows of fields can get hairy, especially if there was something there your team needed or will need in the future, so make sure you always have them highlight what’s important to maintain.

Option 2: Migrating with a wizard import tool or an integration tool

There are a few data migration tools out there on the market that provide direct API to API migration functionality. One of the good solutions is ready-made software for high-quality data transfer between CRM systems. The service transfers data from Capsule CRM to another in a couple of hours. Does not require technical knowledge. The result of the work is a quick migration of data to a new CRM. Products, leads, deals, events and other data will be transferred from your old CRM to HubSpot without difficulty.

The data migration wizards on the market built just for data migration purposes are what you should consider in our opinion, as they will be simpler and more straightforward.  The main differentiator with these tools you need to look out for, are some will require you to create all the custom fields one by one, which is half the migration and a lot of work/hours.  Others, the tool is robust enough to create the custom fields for your, saving you a tremendous amount of time and a lot more valuable. Make sure to check..

Trujay offers a data migration wizard app as well as guided support to ensure that your mapping, testing, QA, and delta migration go smoothly. It will make your Capsule to HubSpot data migration much easier.

Contact us     Try it for free

Trujay’s migration app allows you to run as many free random samples as you want. The goal is to keep experimenting with the mapping until the sample data appears exactly as you want it to. Every sample you run will overwrite the previous one, so don't worry about filling up your HubSpot with sample data.

Free Sample Migration Demo Video

pro

Pro 

This option is still a level of DIY, which makes it a lower cost and the timeline is your own.  Plus most of the Capsule to HubSpot migration tools are connected to  almost all of the standard objects you would want to migrate (emails, attachments, notes, products, calls, etc.)

cons

Con 

With doing it yourself, you will not have guidance.  You’re moving into a new system here and re-design, starting fresh, understanding the logic/ functionality of the new system will not be here to aid you.  Check to see if there is a level of professional services support to help you if you get stuck.

Step by Step screens of Trujay’s Self Service Migration Wizard

Option 3: A custom migration

So this is the option that defines “doing it the right way.” Among our clients, there is no one who would regret switching to HubSpot, this is a specialized trading CRM system with wide functionality, a clear interface, and cool integrations. At very affordable rates. We have developed mechanisms that will make the transition quick, comfortable and safe. You can do it without involving programmers, if anything, our cool technical support is in touch.

With a custom migration, you may have a CRM implementation partner who has integrated this into their overall onboarding strategy with you. This option, in our opinion, is the most valuable because attempting to adopt HubSpot on your own and not optimizing all of its features can slow down the investment you are making. Time to value with your HubSpot investment is critical if your true business ambition is growth.

Contact us    Try it for free

Having a project manager or CSM guide you through the entire Capsule to HubSpot migration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automations, etc. An entrepreneur is always looking for the best options, changing a CRM system can be easier than endlessly “finishing” the one that is, putting up with inconvenience and unjustified costs for its maintenance. 

 

pro

Pro 

A custom migration allows you to truly customize:   filter, move objects to different objects, merge data, de-duplicate, etc.  The burden of the migration and integrity of the data will remain intact and not opened up to risk as the data migration partner will/should be data experts.  Some businesses can get caught up in migrating their own data for 6 months!  You can find a data migration partner who can do it in 2-4 weeks, depending on your complexity.

cons

Con 

This option will cost more as you are paying for professional services.  To thwart this, find a data migration partner who uses their own tools to automate a lot of the migration, therefor will have lower costs, lower human effort.

FAQs

Knowledge Base

What is a Sample Migration?

Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.

You can change options and rerun the sample migration as many times as you need.

How does Free Sample work?

During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.

What happens after the Sample Migration is complete?

Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.

Can I migrate parent/child relations between companies into HubSpot?

If you want to migrate parent/child relations between companies into HubSpot CRM during data import, Trujay Service Packages offer you to perform a custom migration. Our techs will apply a personal approach and move the required data to the right place in your HubSpot CRM.

 

What is a Guided Migration?

A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you. 

This is an excellent option for people that need an extra layer of support with their migration.

Included:

  • Everything in Wizard
  • Customer Success Manager
  • Mapping Verification
  • Quality Assurance
  • 1 - 2 Week Delivery

What is a Record?

A Record is the data item that exists in the CRM's system

  • 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
  • 1 record = one entity of CRM data (no matter what type is it).

For example:

Your current CRM possesses:

  • 1 account
  • 2 tasks
  • 3 emails
  • 2 notes.

In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.

What is a Delta Migration?

A delta migration is the final migration performed during your custom migration process.

It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch. 

How can I find my HubSpot CRM verification code?

If HubSpot doesn't recognize your browser or device, you'll be prompted to confirm your identity with an emailed verification code.

 

Please, go through the following steps to find out how it works:

 

1. Open please an anonymous window in your browser (Ctrl + Shift + N for Chrome). Log in to the HubSpot CRM, entering your email address and password. Then click the “Log in” button.

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2. After this step, you need to enter your verification code that has been sent to your email to access your HubSpot account.

 

 So, check out your email inbox, copy the verification code, and paste it in the required field on Wizard.

 

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What are my options?

Data cleansing

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You can clean up the data yourself in the Capsule portal. This will require some effort and time on your side, however it will have no additional cost.

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You can ask the data migration partner to filter the data on the way over. If you have identified bad data and can give the partner bullet points on what data you don’t want to migrate to HubSpot, they can write custom scripts to only migrate what you specify.

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You can clean the data post-migration and should be relatively easy with HubSpot’s segmenting tools. Create the filters or custom views and then delete!

What are my options?

Capsule to HubSpot: Objects

Capsule Objects   HubSpot Objects
Organizations  ➜ Companies
Attachments ➜ Attachments
Activities (Calls) ➜ Calls
Cases ➜ Tickets
People ➜ Contacts
Emails ➜ Emails
Activities (Meetings) ➜ Meetings 
Activities (Notes)  ➜ Notes
Opportunities ➜ Deals
Tasks  ➜ Tasks 
Users ➜ Users

Additional objects will need to be investigated for a Custom Migration

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De-Duplicating

There are several de-duplication tools on the market to consider and all of them are low costs. Most likely the data migration partner has relationships installed and can get the prices at a discount for you, make sure to ask.

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Bad or Outdated Contacts

Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email (hello@trujay.com or support@trujay.com). From there you can mark and remove those and these costs are pretty minimal as well.

Ryan+McConville

“Great service with even greater customer service”

“Couldn't be happier, the team over there are top-notch. Ease of use with consistent delivery of product. Time from start to implementation should be communicated on the front end to set expectations.“

Ryan McConville

- President Marketing & Advertising at Kargo

Kargo
John+Kelleher

“Trustworthy, effective and straight talking”

“Trujay are the people I call when I look at an implementation issue and think 'how on Earth could that issue be resolved.' They've completed fabulous work for us and our clients. Highly recommend.“

John Kelleher

- Chief Executive at ESM Inbound

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Alex+Gaudelet

“Great experience for a migration which use to keep me up at night”

“A migration between CRMs is a very painful process, you want to make sure that your sales teams are not going to lose critical information in the process badly affecting their results. With Trujay I planned the migration myself and they were ready to help me when I couldn't figures some parts out myself.“

Alexandre Gaudelet

- CEO at Hospitality Firm

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You have options

To wrap up

So, your choice depends only on you.

This article we went over your options to consider as every business is unique. You might have resources with bandwidth, you might not. You might have resources you can trust the weight of the entire company’s data on to execute the process seamlessly and without data loss, you might not. Hopefully we covered enough options where you will be able to lock a plan into place before you move forward with the CRM vendor of your choosing.

If you ever would like to discuss your conversion between Capsule to HubSpot, please feel free to contact us here for a quick call.

Contact us    Try it for free