Migrate from Digital Signup to HubSpot

Each Digital Signup participant or registrant becomes a HubSpot Contact. First name, last name, email, phone, address, date of birth, and emergency contact fields map directly. Original registration dates are preserved as custom datetime fields since HubSpot's CreatedDate reflects migration time.

Digital Signup stores guardian names and emergency contacts as properties on the participant record. We migrate the primary guardian as a secondary Contact and link both records using HubSpot's association labels. If the guardian is also a separate participant in the system, the records are merged to avoid duplicates.

Digital Signup organizations — schools, hospitals, community centers — map to HubSpot Companies. Organization name, address, website, and type (school, healthcare provider, non-profit) are mapped to Company fields. Type values require value-by-value mapping since Digital Signup and HubSpot use different pick-list taxonomies.

Programs in Digital Signup have names, schedules, instructors, capacity, and session counts. These do not map to any native HubSpot object. We create a Program__c custom object with properties for schedule, instructor, location, and max_capacity. Each enrollment then links to its Program__c record via a lookup field.

Each enrollment in Digital Signup becomes a HubSpot Deal representing that participant's registration for a specific program. The Deal name combines participant name and program title. Enrollment date, status (confirmed, pending, cancelled), and payment status are stored as custom properties on the Deal. The Deal stage maps to enrollment status values via value_mapping.

Programs with multiple sessions (e.g., a 12-week course with weekly meetings) store sessions as separate records in Digital Signup. We create a Session__c custom object linked to Program__c, with start/end datetime, instructor, and location. Enrollments link to their specific session rather than the parent program.

Digital Signup's wait-list management has no HubSpot equivalent. We create a Waitlist__c custom object with properties for participant (lookup to Contact), program (lookup to Program__c), wait-list position, and date added. When a spot opens, the Waitlist__c record can be flagged for follow-up or manually converted to an enrollment Deal.

Payment records in Digital Signup include amount, method, transaction ID, date, and status. We attach a Line Item to the enrollment Deal representing the registration fee. Transaction ID, payment method, and paid date are stored as custom properties on the Line Item for audit traceability. Digital Signup's internal payment-processing logic does not migrate.

Scholarship awards and discount levels applied to registrations in Digital Signup are preserved as Scholarship_Info__c and Discount_Level__c custom fields on the enrollment Deal. The original discount percentage or dollar amount is preserved alongside the scholarship source name for reporting on enrollment revenue net of awards.

Digital Signup captures signed waivers and policy acceptances with timestamps. We migrate these as Waiver_Signed__c (checkbox) and Waiver_Signed_Date__c (datetime) on the Contact, and as a corresponding field on the enrollment Deal. The waiver document itself cannot be imported as a native file attachment in HubSpot without a file-storage integration.

Digital Signup instructors and staff are users within the platform. We match them to HubSpot Users by email for those who need CRM access, and create Contact records for instructors who do not have HubSpot accounts. Instructor name is stored as a property on Program__c and Session__c records for scheduling context.

Digital Signup workflows — email confirmations, payment reminders, wait-list notifications — do not migrate to HubSpot. They must be rebuilt using HubSpot's workflow engine. We provide an export of Digital Signup workflow definitions as a reference for your HubSpot admin to recreate the logic. Email templates from Digital Signup are not exportable in a format compatible with HubSpot's template system.