Hubspot to HighLevel (Migration Guide)

Preparation for Migration

Step 1: Review Current HubSpot Setup

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

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 HubSpot: Export all necessary data from HubSpot, 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 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.

Step 2: Import Data into HighLevel

• Import Contacts and Companies:
  • In HighLevel, navigate to Contacts > Import Contacts.
  • Upload the CSV files exported from HubSpot, mapping fields appropriately (e.g., first name, last name, email).
• Recreate Deals and Pipelines:
  • Set up new pipelines in HighLevel under Opportunities > Pipelines.
  • Manually recreate deals or import them if necessary.
• Migrate Products and Invoices:
  • Recreate product listings in HighLevel under Payments > Products.
  • Set up invoices and payment links using HighLevel’s invoicing tool.

 

Migrate Workflows and Automations

Step 1: Review Existing HubSpot Workflows

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

Step 2: Recreate Workflows in HighLevel

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

Step 3: Campaign Settings

• Configure Campaigns: Set up your campaigns in HighLevel, 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

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

Step 2: Setup Conversations Inbox

• Configure Inbox: In HighLevel, 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 HubSpot and HighLevel records.
• Validate Workflows and Campaigns: Confirm that all workflows, automations, and campaigns are operational.

Step 2: Train Team Members

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

Step 3: Monitor and Optimize

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

Decommissioning HubSpot

Step 1: Transition Period

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

Step 2: Cancel HubSpot Subscription

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

Step 3: Post-Migration Review

• Review Success: Evaluate the success of the migration process and document any lessons learned.
• Continuous Monitoring: Keep monitoring the system post-migration for any potential issues.