HubSpot import
Purpose
If you are coming from HubSpot, you should be able to bring your sales history along — not retype it. This module takes the records over once, and it is built so that an aborted run can simply be repeated. With a migration that is the normal case, not the exception.
Scope
- Ten areas, selectable individually: match owners, create owners, deal pipelines with their
stages, companies, contacts, lists (lists), campaign history (campaigns), deals, service tickets and the activity history (notes, calls, emails, meetings, tasks).
- A dry run is the default. Nothing is written until you explicitly ask for it. The dry run's
report is what you sign off before the real run.
- Repeatable without duplicates: every record remembers its HubSpot id, so a second run updates
instead of creating — and it does not roll back the progress made here in the meantime.
- Target brand selectable — mandatory as soon as there is more than one brand, dry run included.
- A report at the end listing what was skipped and why.
What happens to opt-outs
A contact who opted out of email in HubSpot arrives here as unsubscribed — even if the contact already existed. This is deliberate: otherwise the migration would quietly turn an objection back into a mailing address.
Lists and campaign history
- Contact lists become audiences in marketing, named "HubSpot: …".
A static list arrives as a static audience with its members — provided the contact was taken over too; missing members are counted in the report.
- An active list is rebuilt as a dynamic audience if its rule only uses job title (
jobtitle),
department (jobfunction) or industry (industry) with "is equal to", "is not equal to", "contains" or "is any of". Any other rule arrives as a snapshot (static, today's members); the report says so, and the audience carries the marker "Snapshot from HubSpot" in the list. You give it your own conditions by setting the kind to "Dynamic" and defining the rule — a repeated import leaves it unchanged afterwards.
- Company and deal lists are skipped — audiences consist of contacts.
- An imported audience still requires consent when sending — a list in HubSpot is no permission
to write to people.
- Sent marketing emails arrive as completed dispatches: name, subject,
send time and figures (sent, delivered, opened, clicked, bounces, unsubscribes, complaints). Content and recipients do not come along; drafts are skipped.
- The HubSpot access (private app) additionally needs the scopes "read lists" and "content".
- Without the marketing module the report lists both areas as open and creates nothing.
Interplay
The records land where they belong: companies in customer management, contacts as contact persons, pipelines and deals in sales, the history under activities, service tickets as work items, lists and campaign history in marketing.
Limits
- Owners are not created behind your back. HubSpot owners are matched to existing employees by
email address; without a match the owner is skipped and noted in the report. If you want them created, you ask for it explicitly — they are then created as departed or deactivated employees without any way to sign in.
- The order is part of the job: master data before transactional data. A deal cannot even be
created without its pipeline stage; such a deal is skipped with a reason instead of ending up in an invented stage.
- Existing records are not overwritten. A company is recognised as an existing customer if the VAT
ID matches (spelling does not matter) or — without a VAT ID — exactly one customer carries the same company domain (website or maintained domain entry); a contact by the same email address. Recognised records are adopted rather than duplicated, their maintained data stays as it is (only a missing VAT ID is added) and the report says so. The same company name alone is not enough: the company is created anew and the report names the existing namesake for review under duplicates.
- The VAT ID comes along. HubSpot has no standard field for it; the first filled of the usual
properties vat_number, vat_id, vatid, ust_idnr, ust_id, ustid, tax_id is taken over.
- A HubSpot ticket status is not translated. Imported tickets arrive in this system's default
status. Tickets closed in HubSpot keep their completion date and arrive archived — so they do not show up as a backlog in the inbox, but they are not given an invented resolved status either; that is set by whoever works on them here. The original stage is kept on the work item.
- The import is a setup tool, not an ongoing synchronisation: it fetches a set of records, it
does not keep two systems aligned.