Migrate from Civicrm to HubSpot

CiviCRM Individual contacts map directly to HubSpot Contacts via the HubSpot CRM API. Email serves as the primary deduplication key to prevent duplicate records. The CiviCRM contact_subtype field is preserved as a HubSpot custom property to maintain segmentation data. Standard fields including names, phone numbers, and physical addresses map directly to their HubSpot equivalents without transformation.

CiviCRM Organization contacts map to HubSpot Companies using the HubSpot Companies API. The organization name field maps directly to the HubSpot Company Name property. Industry classification, website URL, and address information map to their HubSpot equivalents. When CiviCRM stores a main branch with sub-branches, the hierarchy is preserved in HubSpot using parent-company relationships to maintain organizational structure.

CiviCRM email activities that are attached to contacts map to HubSpot's contact engagement timeline using the HubSpot Engagements API. The email subject line and body content transfer as engagement notes on the contact record. File attachments from CiviCRM emails are re-uploaded to HubSpot Files and linked back to the respective contact timeline entry to preserve the complete communication history.

CiviCRM call activities are mapped to HubSpot's call log feature on the contact timeline using the HubSpot Calls API. Call duration, subject line, and outcome status fields transfer directly to their HubSpot counterparts. The original CiviCRM call date and time are preserved as the engagement timestamp in HubSpot to maintain accurate historical recordkeeping for audit purposes.

CiviCRM meeting activities and event attendee records map to HubSpot's meeting log on the contact timeline via the HubSpot Meetings API. The CiviCRM event name field becomes the meeting subject in HubSpot. Attendance status values such as Registered, Attended, and No-show are stored as a custom property on the HubSpot meeting record to preserve the original attendance data for reporting purposes.

CiviCRM notes attached to contacts map to HubSpot engagement notes on the contact timeline using the HubSpot Notes API. The original note create date and author information are preserved as metadata on the HubSpot engagement note. Rich-text formatting present in CiviCRM notes is converted to plain text for consistency, or kept as-is if the formatting is simple enough to transfer without data loss, based on complexity assessment during the migration.

CiviCRM contributions have no native HubSpot equivalent. We create a HubSpot Deal for each contribution record, with custom properties for contribution_amount (Deal Amount), contribution_currency, contribution_type (financial type), contribution_date, and is_recurring. A configurable prefix in the Deal name identifies it as a migrated contribution.

HubSpot has no native membership object. Membership records are attached to the corresponding HubSpot Contact as custom properties: membership_type (text), membership_status (picklist), membership_start_date (date), membership_end_date (date), and membership_id (text for renewal reference). Renewal history is summarized in a custom text field.

CiviCRM household relationships are handled via one of three strategies: (1) create a HubSpot Company named after the household and associate household members as contacts under it, (2) use HubSpot contact associations, or (3) store the relationship as a custom multi-select property on the primary contact. The choice is made during the mapping plan phase based on your team's reporting needs.

CiviCRM relationships between contacts, such as Employee of or Household member, map to HubSpot contact associations using the HubSpot Associations API. The relationship type label from CiviCRM is preserved as a custom property on the HubSpot association record. Since CiviCRM supports bidirectional relationships (e.g., Contact A is spouse of Contact B and vice versa), these are flattened to HubSpot's directional association model where the relationship direction must be specified.

CiviCRM custom fields attached to contacts, organizations, or contributions map to HubSpot custom properties on the corresponding object. Field types (text, date, picklist, checkbox) map to equivalent HubSpot property types. Data type conversions (e.g., CiviCRM state/province abbreviation to HubSpot picklist) are applied during the load.

CiviCRM multi-record custom data sets are migrated to a HubSpot custom object with a foreign key to the parent contact. If the volume is small or the custom data is reference-only, we alternatively serialize it as a JSON-encoded text field on the contact. The choice is documented in the field mapping plan.

CiviCase records are not native to HubSpot. We migrate them as HubSpot Tickets with custom fields for case_type, case_status, case_opened_date, and case_closed_date, or as a HubSpot custom object depending on case complexity. Case-linked activities are migrated as standard HubSpot engagements.

CiviCRM event registrations become HubSpot contact properties capturing event name, registration date, and attendance status. Event-level data (location, date, capacity) is preserved as a custom object linked to registered contacts. Multi-event attendee history is summarized as a custom text property.

CiviCRM grant records migrate to HubSpot Deals with custom fields capturing grant-specific data including grant_amount, grant_status, grant_application_date, and grant_decision_date. A grant-specific deal name prefix such as 'Grant:' is applied to distinguish these records from standard contribution deals in HubSpot reports and dashboards. Grant eligibility criteria and application details are stored as custom text fields on the deal record for reference and compliance tracking.

CiviCRM tags attached to contacts and organizations map to HubSpot contact properties or company properties. Each unique CiviCRM tag becomes a HubSpot property of type 'multiple checkboxes' or 'single-checkbox' depending on how tags are used. Tag-to-property mapping is defined in the migration plan.