Hubspot to Software (Migration Guide)

Modified on Tue, 21 Oct at 7:07 AM

Preparation for Migration

Step 1: Review Current CRM Setup

Identify Key Features: List all key features used in your previous system, 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 the software.
Assess Data Volume: Evaluate the amount of data (e.g., contacts, deals, emails) to be migrated, ensuring you have adequate storage and resources in the software.

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 your previous system: Export all necessary data, 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 your previous system

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 your previous system’s payment tool.

Step 2: Import Data into the software

Import Contacts and Companies:

In the software, navigate to Contacts > Import Contacts.
Upload the CSV files exported from your previous system, mapping fields appropriately (e.g., first name, last name, email).

Recreate Deals and Pipelines:

Set up new pipelines in the software under Opportunities > Pipelines.
Manually recreate deals or import them if necessary.

Migrate Products and Invoices:

Recreate product listings in the software under Payments > Products.
Set up invoices and payment links using the software’s invoicing tool.

Migrate Workflows and Automations

Step 1: Review Existing Workflows

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

Step 2: Recreate Workflows in the software

Create Automation Triggers:
In the software, navigate to Automation > Workflows.
Set up triggers equivalent to those in your previous system (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 email templates from your previous system.
Import or Rebuild in the software:
Navigate to Marketing > Email Campaigns in the software.
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 your previous system’s landing pages.
Rebuild in the software:
Use the software’s Sites > Landing Pages builder to recreate landing pages.
Ensure all forms and CTA buttons are linked to your workflows in the software.

Step 3: Campaign Settings

Configure Campaigns:
Set up your campaigns in the software, 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

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

Step 2: Set up Conversations Inbox

Configure Inbox: In the software, 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 your previous system and the software records.
Validate Workflows and Campaigns: Confirm that all workflows, automations, and campaigns are operational.

Step 2: Train Team Members

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

Step 3: Monitor and Optimize

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

Decommissioning your previous system

Step 1: Transition Period

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

Step 2: Cancel Subscription

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

Frequently Asked Questions

How should I prepare for migrating from your previous system to the software?
Start by reviewing your current setup, identifying key features you use (CRM, automation workflows, marketing campaigns, calling, SMS messaging, e-commerce tools), documenting existing workflows and pipelines, and assessing your data volume. Define clear migration objectives, prioritize which features to migrate first, and export all necessary data from your previous system as a secure backup before beginning the migration process.

How do I export my data from my previous system?
For contacts and companies, navigate to Contacts > Contacts and CRM > Companies and export as CSV files. For deals and pipelines, go to Sales > Deals and export your pipelines and associated deals. Export marketing assets, including emails, landing pages, forms, and workflows. For products and invoices, export your product catalog and any invoices generated through your previous system's payment tool.

How do I import contacts and companies into the software?
In the software, navigate to Contacts > Import Contacts, upload the CSV files exported from your previous system, and map fields appropriately (e.g., first name, last name, email). After importing, verify that all contact and company data has been correctly transferred and that relationships between records are maintained.

How do I recreate my previous system's deals and pipelines in the software?
Set up new pipelines in the software under Opportunities > Pipelines to match your previous system’s pipeline structure. Then either manually recreate deals or import them if possible. Ensure all deal stages, properties, and associated data are accurately configured to maintain your sales process.

How do I migrate my email campaigns from my previous system to the software?
Save HTML copies of your email templates from your previous system. Then navigate to Marketing > Email Campaigns in the software to recreate or import your email templates, configuring them to match your existing designs. Test the emails to ensure proper formatting and functionality before sending them to your contact list.

How do I rebuild my landing pages and forms in the software?
Download the HTML for your previous system’s landing pages, then use the software’s Sites > Landing Pages builder to recreate them. Ensure all forms and CTA buttons are linked to your workflows in the software. Test each landing page and form to verify functionality and proper data capture.

How do I recreate my workflows in the software?
Identify and document all active workflows in your previous system, including triggers, actions, and delays. In the software, navigate to Automation > Workflows, set up equivalent triggers (e.g., form submissions, contact updates), rebuild actions (sending emails, SMS, tagging contacts, updating deal stages), and configure necessary delays and conditional logic. Run tests before activating workflows to ensure they function as intended.

How do I migrate my calling and SMS capabilities from my previous system to the software?
If using Twilio in your previous system, integrate it with the software for calling and SMS by going to Settings > Phone Numbers to set up your Twilio account. Then set up SMS and call automation workflows in the software under Automation > Workflows, ensuring all client communication is appropriately logged and tracked. Configure your Conversations Inbox in the software to manage all communication channels.

What final checks should I perform after migrating from my previous system to the software?
Cross-check all data to ensure it has been successfully migrated and there are no discrepancies between your previous system and the software records. Validate that all workflows, automations, and campaigns are operational. Test communication channels to verify functionality. Provide training to your team on using the software, focusing on differences from your previous system. Monitor performance and make adjustments as necessary.

Should I immediately cancel my previous system subscription after migration?
No, consider running your previous system and the software in parallel during a transition phase to ensure no critical operations are missed. Gradually reduce reliance on your previous system as the software becomes fully operational. Before canceling your previous system subscription, ensure all data is securely backed up. After cancellation, continue monitoring the system for any potential issues and document lessons learned from the migration process.