Migrate from Act! to HubSpot

Act! Contact records map 1:1 to HubSpot Contacts. We preserve standard fields (Name, Title, Email, Phone, Address) and migrate every populated custom field — including the long tail of legacy fields accumulated across Act! versions. Email is the HubSpot dedupe key; Act! records without an email go to a reconciliation queue and either migrate as no-email Contacts or get merged into the destination's parent Company record per customer decision.

Act! Company records map to HubSpot Companies. Act! tenants that skipped Companies (very common in small-firm Act! installations) get derived Companies created from Contact.Company_Name fields, with deduplication on normalized domain. The Contact → Company association migrates explicitly so HubSpot's Account Manager view renders correctly.

Act! Secondary Contacts (assistants, spouses, alternative decision-makers linked to a primary Contact) migrate as standalone HubSpot Contacts with a 'Primary Contact' custom property pointing back to the parent Contact's HubSpot record ID. This preserves the relationship without duplicating engagement history.

Act! Static Groups (manually maintained membership) map to HubSpot Static Lists. We export the Group's contact membership set and create the destination List with matching members resolved by email. Group descriptions migrate as the List description.

Act! Dynamic Groups use rule-based criteria (e.g., 'all Contacts where Industry = Manufacturing'). We capture the Act! query and translate to HubSpot Active List filter criteria. Some Act! query operators (regex, complex date math) don't translate 1:1; those rules get rewritten with the customer's sign-off and the original query saved as a description for audit.

Act! Opportunities map to HubSpot Deals. Standard fields (name, value, stage, weighted forecast, close date, status) map directly. Stage names are Act!-tenant-specific and require a stage mapping table built during scoping — typically customers want to consolidate or rename Act! stages while migrating, so we treat stage mapping as a deliberate decision rather than an auto-translation.

Act! Opportunity Products (SKU, name, quantity, unit price, discount, extended price) map to HubSpot Line Items. We pre-create matching HubSpot Products as a master list during setup, then attach Line Items to Deals via the deals-line-items association endpoint.

Act! Activities split by type: Calls → HubSpot Calls, Meetings → HubSpot Meetings, To-dos and Personal Activities → HubSpot Tasks. Scheduled date, attendees, location, and description migrate. Recurring Activity Series are expanded within an active window (typically next 12 months + last 24 months) and the recurrence rule stored as a custom property so HubSpot can re-create the series in HubSpot Calendar if needed.

Act! History items (completed activities, logged interactions) migrate to HubSpot engagements typed by their original Act! type. Each history item's timestamp is preserved as the engagement's timestamp so the HubSpot Contact timeline reads in correct chronological order. We chunk by date range during extraction to handle the high-volume nature of the History table.

Act! Notes attached to Contacts, Companies, Opportunities, or Groups migrate as HubSpot Notes on the parent record. RTF formatting is converted to HTML; embedded images extract to attachments. Author and timestamp are preserved.

Act! Documents (Supplemental Files on Desktop, API attachments on Cloud) download individually and re-upload to HubSpot Files, then link to the parent Contact or Deal as an attachment. Very large Document libraries (>50 GB) get a dedicated migration window. Broken file-path references in Act! Desktop installations are reported to the customer so they can re-attach before migration.

Act! Custom Tables map to HubSpot Custom Objects when the customer is on HubSpot Enterprise. On Professional tier we serialize Custom Table rows as JSON notes attached to the parent Contact, since Custom Objects are not available below Enterprise. The schema mapping is built during scoping after we capture the Custom Table definitions via Act!'s metadata endpoint or SQL system views.

Act! User records (name, email, role) map to HubSpot Users by email match. Inactive Act! users are excluded by default; if they own records that must retain provenance, we either provision them as HubSpot users (subject to seat licensing) or re-assign their records to a designated 'Migrations' user.