Review Current Setup
Identify key features in use (e.g., CRM, marketing tools) and document existing workflows.
Evaluate data volume (e.g., contacts, deals, emails) to ensure adequate storage in .
Define Migration Goals
Set clear objectives, such as improved automation or cost savings.
Prioritize which features and data sets to migrate first.
Prepare Backup
Export necessary data (contacts, deals, workflows, etc.) from HubSpot.
Secure a backup to prevent data loss.
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.
Import Data into
Import Contacts and Companies: To import contacts and companies, go to Contacts > Import Contacts in . Upload the CSV files exported from HubSpot and map the fields correctly (e.g., first name, last name, email).
Recreate Deals and Pipelines: To recreate deals and pipelines, navigate to Opportunities > Pipelines in and set up new pipelines. Manually add deals or import them as needed.
Migrate Products and Invoices: Recreate product listings in by navigating to Payments > Products. Configure invoices and payment links using the invoicing tool.
Review Existing Workflows
Identify Active Workflows: Review and document all active workflows in HubSpot, noting the triggers, actions, and delays involved.
Assess Workflow Complexity: Evaluate the complexity of each workflow to determine the most suitable method for replicating it in .
Recreate Workflows in
Set Up Automation Triggers: In , go to Automation > Workflows and configure triggers similar to those in HubSpot (e.g., form submissions, contact updates).
Recreate Actions and Delays: Rebuild actions like sending emails, SMS, tagging contacts, or updating deal stages. Set up any required delays and conditional logic within the workflows.
Test Workflows
Run tests and make adjustments to ensure proper functionality.
Export and Recreate Email Campaigns
Save Email Templates: Export HTML copies of your HubSpot email templates.
Import or Recreate in : Go to Marketing > Email Campaigns in . Import or rebuild the email templates and configure them to match your original designs.
Rebuild Landing Pages and Forms
Download Landing Pages: Export the HTML files for your HubSpot landing pages.
Recreate in : Utilize the Sites > Landing Pages builder in to rebuild the landing pages. Make sure all forms and CTA buttons are connected to your workflows in .
Configure Campaign Settings
Configure your campaigns in , ensuring that all assets (emails, landing pages, forms) are properly linked. Define specific goals, budgets, and tracking settings as required.
Set Up Calling and SMS
Integrate your existing phone service, if applicable, within Settings > Phone Numbers
Configure SMS and call automation workflows in by navigating to Automation > Workflows. Make sure all client communication is properly logged and tracked.
Configure Conversations Inbox
Set Up Inbox: Go to Conversations > Inbox in to configure your default inbox and connect communication channels like email, SMS, and Facebook Messenger.
Verify Communication Channels: Make sure all channels are working correctly and that messages are being routed to the appropriate inbox.
Perform Final Data Validation
Cross-check data for discrepancies between HubSpot and records.
Validate that workflows and campaigns are operational.
Train Team Members
Provide training on using , focusing on key differences from HubSpot.
Encourage team members to utilize 's support resources for continuous learning.
Monitor and Optimize
Monitor the performance of your new setup in and make adjustments as needed.
Regularly review workflows, making improvements as needed.
Transition Period
Run both systems in parallel before fully phasing out HubSpot.
Gradually decrease dependence on HubSpot as becomes fully operational.
Cancel HubSpot Subscription
Ensure all data is backed up before canceling the subscription.
Post-Migration Review
Assess the success of the migration process and record any lessons learned. Continue monitoring the system after migration to identify and address any potential issues.
Run Tests Early and Often: Before activating any automation, run tests to identify any issues.
Use Existing Templates as References: When recreating email campaigns or workflows, refer to existing templates to ensure consistency.
Create a Phased Migration Plan: Tackle the migration in phases (e.g., CRM data, workflows, campaigns) to avoid overwhelming your team.
Utilize Custom Fields for Specific Data: If there are data points unique to your business, create custom fields to maintain data integrity.
Stay Flexible During Training: Be prepared to make changes based on team feedback as they get used to .
How long does the migration process typically take?
The time needed varies depending on the data volume and the complexity of workflows. It is advisable to allocate a few weeks for a thorough migration.
What if we encounter data discrepancies after migration?
Perform data validation checks and correct any discrepancies manually. Ensure all necessary data mapping is done correctly during the import.
Can I run both systems in parallel during migration?
Yes, running both systems simultaneously allows you to ensure everything is functioning properly in before decommissioning HubSpot.
How do I ensure that my workflows function the same way as before?
Carefully document your existing workflows and replicate them in using similar triggers, actions, and delays. Testing workflows before going live is crucial.
Is training necessary for team members?
Yes, training is essential to familiarize your team with the new system and its functionalities. This will ensure a smooth transition and minimize disruptions.
