Migrate from Act-On to HubSpot

Act-On contacts map directly to HubSpot contacts. The primary company association becomes HubSpot's primary company association. Act-On secondary contacts (assistants, business partners listed on a contact record) require HubSpot association labels — we create these as labeled associations on the contact record.

Act-On companies map directly to HubSpot companies. Standard fields such as address (street, city, state, postal code, country), industry, employee count, annual revenue, phone, and website transfer without transformation. Parent/child company hierarchies in Act-On are preserved by mapping the parent reference to HubSpot's parent company property, maintaining the same relational structure across the two platforms.

Act-On opportunities map to HubSpot deals. Each Act-On opportunity stage becomes a HubSpot deal pipeline stage. The deal amount, close date, owner, and associated contact(s) transfer directly. HubSpot supports multiple pipelines — each Act-On opportunity group can map to its own HubSpot pipeline.

Act-On call logs become HubSpot engagements of type call. The original call duration, direction (inbound/outbound), outcome (completed, missed, voicemail), notes, and timestamp are preserved as HubSpot call metadata on the contact's engagement timeline. HubSpot's call‑logging fields (hs_call_direction, hs_call_duration_milliseconds, hs_call_status) capture each data point, ensuring the full call record is intact after migration.

Act-On email records migrate as HubSpot email engagements on the contact record. Subject, body, and timestamp transfer. The email association to the contact record is preserved. Act-On email templates (used for sends) do not migrate — we export them as HTML for rebuild reference.

Act-On meeting records are imported as HubSpot meeting engagements, preserving the start and end timestamps, title, location, and owner. The meeting notes, attendee list, and any linked resources become HubSpot meeting metadata (hs_meeting_title, hs_meeting_start_time, hs_meeting_end_time, hs_meeting_location, hs_meeting_outcome). Associated contacts are relinked using HubSpot's association graph, ensuring the meeting appears on the correct contact and company records.

Act-On notes associated with contacts or companies are imported as HubSpot engagement notes, preserving the original note body, creation timestamp, and owner. Attachments are stored as links or files in HubSpot's file manager and referenced in the note record. When a note is linked to an Act‑On opportunity, it is attached to the corresponding HubSpot deal's engagement history, maintaining the full contextual thread.

Act-On custom data schemas (defined via the /custom-objects/v1/{accountId}/schema/{objectId}/field endpoint) are translated into HubSpot custom properties. Each schema field becomes a HubSpot property with the same internal name, label, and data type (text, number, date, single‑value picklist). Validation rules, required flags, and default values are carried over as property settings. Multi‑select picklists in Act‑On map to HubSpot multi‑checkbox properties, preserving each selected option.

Act-On user records are matched to HubSpot users by email address, ensuring owner assignments persist after migration. When an Act‑On owner email does not correspond to an existing HubSpot user, the record is flagged in the migration report and temporarily assigned to a designated fallback HubSpot user. Your team can then either create a HubSpot user for that email or reassign the records to the correct owner after go‑live.

Act-On prospect status values (New, Working, Nurturing, Qualified, Converted) are mapped to HubSpot contact properties, typically the standard lifecycle stage field. Each Act‑On status is aligned to the nearest HubSpot lifecycle stage (e.g., Converted → Customer). If your team requires exact value parity, a custom picklist property is created in HubSpot and populated with the original Act‑On labels, preserving the original status for reporting and segmentation.