CRM Data Migration via Fileimport (CSV/XLS)

Here's how we assist you with the migration of your CRM data to HubSpot CRM.

Who is this service suitable for?

This service is designed for companies who are just starting with HubSpot and want to migrate their data from an existing CRM or newsletter tool to HubSpot. Depending on the scope and complexity of your data structure, we offer two variants of the file migration:

Basic Migration

This variant is suitable for companies with a simple data structure who want to import their data quickly and easily into HubSpot.

This typically applies to you if, for example, you are starting with HubSpot Marketing Automation and want to migrate contacts from your previous newsletter tool to HubSpot. Or if you are starting with HubSpot CRM or Sales Hub but currently do not have an existing CRM system.

Advanced Migration

The Advanced Migration is primarily designed for companies that are transitioning from an existing CRM system to HubSpot CRM and have already established a corresponding data structure. If you also need to structure or transform data during your migration, then the Advanced Migration is the right choice for you.

Description & Process

We are delighted that you are interested in our Migration Services. The table below provides an overview of our packages.

Below the table, you will find a more detailed description of each Migration Meeting. If you have any questions, please feel free to reach out to us at any time.

What do the individual meetings include in detail?

Find out what to expect in the individual meetings:

Kick-off Meeting

During the kick-off meeting, we discuss the migration process and set guidelines for how you will provide us with your data. We define the timeline, which typically includes a weekly meeting cycle. Please allocate at least one hour per meeting. After the kick-off meeting, you will submit your data to us in the agreed-upon data structure.

Requirements for Import Files

You can submit your data as CSV or XLS files. Please ensure the following requirements based on the file format:

For CSV Files:

• UTF-8 encoding
• Separators (comma, semicolon, etc.) should not be part of the data.

For XLS Files:

• UTF-8 encoding
• Please provide unformatted data – no different tabs, hidden columns, formulas, or other formatting.

Requirements for your HubSpot Account:

It is important that your HubSpot account, where the data will be migrated, does not contain any existing records. Additionally, all necessary licenses should already be available to proceed with the data migration.

Data Audit Meeting

In the Audit Meeting, we review your provided migration files together. We discuss which properties (data fields) should be transferred to the HubSpot CRM and assess the current state of the data. Depending on the data quality, some preparatory work (e.g., data cleaning) may be required to proceed with the migration.

The following data types are the focus of this meeting:

• User: We review user data and determine which users should be migrated. Users will be created with minimal permissions and can be adjusted by you later.
• Objects: We define which objects should be migrated and establish the object mapping. This step is necessary as your existing CRM system may have a different object structure than HubSpot. Depending on the chosen migration package, the following objects are included in the migration:
  • Basic Migration:
    • Contacts
    • Companies
    • Deals
    • Tickets
  • Advanced Migration:
    • Everything from Basic plus
    • Custom objects
    • Activities: Calls, E-Mails, Meetings, Notes & Tasks

Standard Field Mapping Meeting

In this meeting, we establish the mapping of your properties (data fields). This means that for each data field in your data file, we assign a native data field from HubSpot. Data fields that will not be migrated are not considered in this step.

The scope of the Standard Field Mapping varies depending on your chosen migration package:

Basic Migration

In the Basic package, all data fields from your source system will be assigned to native HubSpot data fields, provided that the value range, data format, and field type allow it. If not possible, the data will be migrated to a custom field.

Example: If you want to migrate a date field, but it is not available in a format that can be imported into HubSpot, you have the following options:

• Adjust the data file and provide a date format that can be imported into HubSpot.
• Skip the data field and not migrate it.
• Import the data field into a “text field” since there are no data format issues here.
• We can make the necessary adjustments to the data for you at an additional cost.

Advanced Migration

Custom Field Mapping Meeting

In this meeting, we will map your custom data fields and address any possible open questions from the previous session.

Depending on the scope and complexity of your data structure, this step may require more than one meeting. If that is the case, we will continue the mapping in the meeting scheduled for the following week.

In addition to the Custom Fields, we will also discuss the migration of the following information:

• Migration of the legal basis for data storage and processing
• Migration of existing opt-in or opt-out status for contacts
• Migration of Marketing Contact Status (Marketing Hub Only)

Test Import of Submitted Data

We will conduct a test import of some sample data and schedule a meeting to review the test import and its results together.

This step serves as a precautionary measure in case there are any incorrect information or assignments, despite all the efforts made during the preparation phase. Once you provide us with your approval, the final migration process will proceed smoothly.

Final CRM Migration

We will discuss the final steps in another meeting. You will provide us with the latest data, and we will conduct the import on the following Friday afternoon, performing several final checks. Please ensure that you export your data from your current system, following our instructions.

Why is the migration conducted on Friday afternoon? We are flexible and can perform the migration on any other day. However, based on our experience, Friday afternoon is often a suitable time as fewer employees are actively using the CRM.

After the import, we will provide you with feedback on the import process and share an error file in case any issues arise. If there are any problems, please review your data, and we will discuss the next steps in the following meeting. Please verify your data as well once the migration is completed.

Post-Migration Review

The data was imported a few days ago, and you had time to review it. In this meeting, we will discuss any remaining issues or errors and determine the next steps.

Alternative: Custom Data Migration via API

Occasionally, there are reasons why the migration via file import is not feasible or appropriate. This is usually the case when data needs to be migrated that cannot be done using XLS (e.g., email attachments, images, PDFs, etc.).

In such cases, we can perform the data migration using the API. There are two options for this:

• Using the CRM migration tool Trujay: The migration tool Trujay supports many common CRM systems. If your system is also supported, we can perform the migration through Trujay. Please note that this may incur additional costs from the tool provider.
• Custom data migration via API: If your CRM system is not supported by Trujay, we can initiate a data migration directly through the API. This requires your system to have a well-documented REST API, and we need access to it and the CRM. Please be aware that this type of migration may incur additional costs.

Additional Information

The CRM Data Migration package is subject to the following limitations:

• Meetings: The migration is limited to the number of meetings mentioned above, conducted via MS Teams. 
• Duration: The migration typically takes 2 to 3 months to complete. Based on our experience, questions may arise during the Data Audit that require internal clarification before proceeding with further implementation. As a result, the entire process may take up to three months. Please note that any unused services from this package will expire after a maximum of 12 months from the date of engagement.