Migrate from Checkbox to HubSpot

HubSpot has no native survey object. FlitStack creates a Survey__c custom object storing the survey name, question count, and Checkbox survey ID. Each response links to this survey via a lookup relationship. The Survey__c record also captures the survey description and active status, enabling filtering in HubSpot lists and reports.

Each Checkbox submission becomes a Survey_Response__c record. Fields include submission_id, completion_status, submission_timestamp, completion_duration_seconds, and key-value pairs for each question's answer. The requester's email links to a HubSpot contact. The record also stores the original Checkbox submission ID for traceability, and any file attachment references are linked to the Files object, allowing quick access from the response view.

Checkbox captures responder first name, last name, email, phone, and company from intake forms. These map directly to HubSpot contact properties. Resolver contact duplicates are identified by email before migration. If a responder email already exists in HubSpot, the existing contact record is linked rather than created, preserving any historical activity attached to that contact.

Checkbox company name captured in intake forms maps to HubSpot Company Name. Domain is extracted and mapped to the Website property. HubSpot resolves company deduplication by domain match. When a domain matches an existing company, the new company record is merged or linked, preventing duplicate entries and consolidating any associated contacts or deals under a single company profile.

Checkbox request types (legal review, contract approval, compliance request) map to a HubSpot Deal pipeline or a Service Hub Ticket. Teams choose per-intake-type which HubSpot object to use. The request type name is stored as a custom property. This allows reporting on request volumes by type and enables automated routing based on the request type value.

Checkbox tracks whether a submission is draft, in-progress, completed, or withdrawn. This becomes a custom pick-list property on the Survey_Response__c record in HubSpot since no native equivalent exists. The pick-list values are aligned with Checkbox statuses, and a validation rule ensures only permitted values are entered, maintaining data consistency across migration and future entries.

Checkbox file attachments are downloaded and re-uploaded to HubSpot Files storage. Each file is linked to the relevant Survey_Response__c record. File size limits (HubSpot default 25MB per file) are enforced during ingestion. If a file exceeds the limit, FlitStack splits it into smaller chunks or flags it for manual upload, ensuring no attachments are dropped during the migration process.

Checkbox workflows encode assignment rules, approval chains, escalation logic, and reminder timers. These have no native HubSpot equivalent. FlitStack documents the workflow logic for rebuild in HubSpot Workflows, with step-by-step mapping from Checkbox triggers and conditions to HubSpot workflow enrollment criteria.

Multi-step approval sequences require a custom Approval_Step__c object in HubSpot or sequential deal tasks per review stage. FlitStack maps each Checkbox approval step to a HubSpot workflow enrollment or task, preserving reviewer email and SLA timer where possible. If a reviewer is not a HubSpot user, FlitStack can create a placeholder contact and notify them via email, maintaining the routing chain.

HubSpot standard properties do not cover Checkbox-specific metadata. Custom number fields store completion_duration_seconds. A custom text field stores responder IP for compliance records. The original Checkbox response ID is preserved as a string property for traceability. These custom fields are indexed for reporting, allowing you to filter submissions by duration or IP range directly in HubSpot lists.

Checkbox question text, question type (single-select, multi-checkbox, open text, date), and required flag are documented in a survey schema export. Question text is not stored as HubSpot field labels automatically — teams receive a survey schema document to recreate labels during setup.

Checkbox's native integrations with Slack, Salesforce, and Ironclad do not have direct HubSpot equivalents. Teams must identify which integrations are critical and rebuild them using HubSpot's private app API or native marketplace connectors. FlitStack provides an integration audit as part of the engagement.