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Your Ultimate Guide to Seamless HubSpot CRM Migration

CRM systems are like your business sidekick, helping to manage customer relationships and keep operations running smoothly. As your business grows, you may realize it's time to switch to a new CRM platform that better suits your needs. Perhaps your original platform has inadequate features, unreliable support, lack of technological advancements, or maybe the cost was no longer feasible.

HubSpot has grown to become a popular choice in CRMs. Its all-in-one platform is user-friendly, customizable and allows for scalability at a cost-advantageous rate. In this guide, we'll dive into the world of CRM migration, looking at important considerations and the best ways to make the switch without any disruptions in your day to day.

Understanding the Need for Migration

The decision to migrate to a new CRM should not be taken lightly. CRMs serve as the foundation of your business data, therefore the shift in platforms can be daunting, timely and costly. But if the cost of staying on a CRM that no longer serves your business outweighs the decision to migrate, a change must be made. Some of the most common reasons to adopt a new CRM platform includes:Graphic of a computer window with CRM written on it

Outgrowing Your Current CRM:

Feeling like your business is outgrowing your current CRM? It's normal for things to change as your business expands. If you're finding that your current CRM is having a hard time keeping up with your growing customer base or is missing key features you now need, it's probably a sign that an upgrade is in order.

Integration Requirements:

Integrations enable the seamless flow of data and communication between disparate systems. According to a recent study, the average small to mid-sized business uses over 70 applications daily to operate their business. As your business gets bigger, the need for effortless connections between different applications becomes imperative to the effective operations of daily business.

That's where HubSpot's CRM shines – its app marketplace is known for effortlessly syncing with various apps. Additionally, its open API allows for custom integrations with 3rd party platforms, creating a central platform for all your customer-related activities. It's like your business's command center, making everything work together smoothly.

Key Considerations Before Migration

A CRM serves as a home to all of your data. Just like when you are moving to a new house, it can be a big undertaking and without a plan, you can waste a lot of time, money and energy. Implementing any new CRM, like HubSpot, is no different. A well-crafted plan that limits disruptions from your day-to-day is critical for the successful adoption of a new platform. Here are a few things to keep in mind: 

Data Cleanup:

The last thing you want to do when migrating to a new, powerful tool is bring over dirty data and bad practices. Scrub and clean your data before making any big moves. It's crucial to make sure all your info is accurate, properly formatted, and up-to-date. HubSpot's CRM comes to the rescue with powerful tools to clean up, organize, and smoothly import your data.


Your business is unique, so your CRM should be too. That's where customization comes into play. HubSpot's CRM allows you to tweak things extensively, so the system fits your specific needs. Before you import any data into the CRM, make sure you have your processes built to fit your team's standard operations. It's all about making your CRM work uniquely for you!

User Training:

The key to success with implementing a new CRM is user adoption. If the team is not utilizing the tool appropriately (or at all), then you will not get the most out of the investment. Therefore, the onboarding phase is critical. HubSpot's user-friendly interface provides an intuitive space for users to navigate their customers' information. However, without buy-in and the proper training, the CRM will just be another piece of technology rather than a catalyst for growth.

The CRM Migration Process

CRM migration involves moving your customer info from one  platform to another. Ultimately, you are providing a new home for your data.

If you have a fairly technical team, HubSpot  offers a ton of tools and resources to make sure your customer information  settles seamlessly into its new home. Whether your data currently  resides in spreadsheets or another CRM, HubSpot provides step-by-step guidance to make the transition more manageable.

Pilot Testing and Validation:
Become more confident in migrating CRMs by scheduling a pilot test. When it comes to importing data, consider this the dress rehearsal, making sure all the dance steps are in sync before the big performance. Sample imports allow you to better understand the mechanics of how to move over your contacts and ensure all data points are mapped to the correct fields in the proper format. Thorough testing makes the entire process more digestible and is key to catching any issues before fully committing to the new CRM.

HubSpot's CRM lets you run comprehensive tests before the final migration and go-live date, ensuring that your data and workflows perform exactly as intended. Omitting pilot tests can leave your team at risk for data integrity issues, functionality problems, workflow disruptions and user adoption challenges. 

Partnering with a HubSpot Partner Agency:

If this process seems too intimidating for your team,  HubSpot has an ecosystem of qualified partners that specialize in their technology. When migrating your CRM to HubSpot, one of the smartest moves you can make is working with a HubSpot partner agency. They bring expertise, experience, and a well-honed skill set to the table, making the migration process significantly smoother. 

With a HubSpot agency by your side, you gain access to a wealth of knowledge on best practices, tailored solutions, and efficient strategies. If your team lacks time and resources, HubSpot partners can take a hands-on approach to onboarding your team onto a new platform. 

Post-Migration Best Practices

After the final migration is complete, it’s crucial to audit the work that has been done. Double check objects, records, associations and properties to verify no data was missed. Analyze key reports and lists to make sure they are able to be recreated, and test standard processes to make sure all triggers and workflow actions are functioning as expected.

CRMs are ever-evolving tools. The more data they obtain, the more powerful they become. Therefore, you have to view it as a living resource. Once onboarding is complete, the work only just begins.

support person on computerOngoing Support and Training:

Just because the move is done doesn't mean the support stops. Only when the data is actively within HubSpot does the tool truly become useful. Elevate each user's confidence in the platform by properly training them on the tools, features and capabilities. Personalize the training to your organization’s unique processes so your team is able to gain context to the tool.

Additionally, HubSpot provides dedicated support and a treasure trove of documentation, making sure your team is confident in navigating the CRM's full potential.

Continuous Improvement:

At Modern Driven Media, we like to remind our partners that data drives decisions. With a functional CRM, your team is constantly collecting data. Continue to fine-tune and optimize your CRM to increase efficiency and improve effectiveness of your operations. As you gain confidence in the platform, you will be able to strategize new ways to engage your customers and scale your business.

HubSpot's commitment to innovation means  the platform  continues to release fresh updates and new features. Investing in state-of-the-art technology allows your brand to stay cutting edge. 

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Discover Custom HubSpot Onboarding with Modern Driven Media

Migrating your CRM system is an important decision with a significant undertaking, but with careful planning and the right tools, the process can transform the way your business operates and communicates with their customers. 

HubSpot's CRM, with its user-friendly design, robust features, and commitment to customer success, stands out as a leader in the industry for businesses looking to enhance their customer relationships and grow better.

By following these guidelines, you can ensure a smooth transition and set the stage for improved efficiency and growth in your business. If you are looking to migrate your CRM to HubSpot, consider Modern Driven Media’s “Do-It-For-Me” onboarding solution. Our custom onboarding partnership streamlines your CRM migration and tailors the tools to work specifically for your business’s use case.


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