Migrate from Forms On Fire to HubSpot

Forms On Fire submissions that capture name, email, phone, and company information map directly to HubSpot contacts. Submission timestamps become HubSpot's create date or a custom submission-timestamp property depending on your reporting needs. If the original submission included a unique reference number or external identifier, we store that in a separate custom property for cross-system audit trails and reconciliation purposes.

Submissions capturing organizational data — company name, domain, industry, employee count — map to HubSpot companies. A submission-to-company link is established via the primary contact on the form record. When multiple contacts reference the same company name, we perform a fuzzy match to consolidate duplicate company records and link all related contacts under a single HubSpot company object.

Inspection, audit, and work-order submissions that track a status or stage translate to HubSpot deals. The form's status field maps to a HubSpot deal pipeline stage, and the original submission ID is preserved as a custom property for traceability. If the work order includes a priority level or assigned technician, those fields map to custom deal properties that integrate with your HubSpot sales pipeline reporting.

Support-request and service-visit submissions map to HubSpot tickets. Form fields describing the issue type, priority, and resolution map to HubSpot ticket properties. Submission photos attach to the ticket record for visual documentation. If the original submission included a customer satisfaction rating or follow-up deadline, those values map to custom ticket properties to support your service level reporting.

Forms On Fire forms with bespoke schemas — for example, safety inspection checklists, asset inspection records, or equipment audit forms — map to HubSpot custom objects. Each unique form type gets its own custom object definition with properties matching the form fields.

Forms On Fire choice fields linked to a Data Source export the source rows as a static pick-list on the corresponding HubSpot property. When a Data Source exceeds HubSpot's pick-list size, we create a custom object for the reference data and link it via a lookup property.

Photos captured within Forms On Fire submissions download and re-upload to HubSpot's file manager, then attach to the corresponding contact, company, deal, or ticket record. Original filenames and EXIF metadata are preserved where technically feasible. Each photo attachment is linked to the parent CRM record via HubSpot's file association API, ensuring the media appears in the record's activity timeline.

Forms On Fire location fields with GPS coordinates map to HubSpot address properties (for standard address capture) or to separate latitude and longitude custom number properties (for raw GPS data). The mapping choice depends on whether the location represents a street address or a coordinate point.

Signature images captured in Forms On Fire submissions download as PNG files and re-upload as HubSpot file attachments linked to the parent record. Signature capture timestamp is preserved in a custom datetime property on the record. The signature file is associated with the parent CRM object via HubSpot's file attachment mechanism, making it visible in the record's engagement timeline and accessible from the record's attachments section.

Forms On Fire user records matched to HubSpot users by email address. Submissions without a matching HubSpot user are assigned to a designated fallback owner, and the original submitter email is stored in a custom property for audit purposes. This ensures every migrated record has an assigned HubSpot owner while preserving the attribution trail for reporting on submission sources and field team activity.

HubSpot's native create date reflects the migration import time. The original Forms On Fire submission timestamp is stored as a custom datetime property on each record so reporting timelines reflect the actual data collection date. This preserves historical accuracy for all time-based reports, workflow triggers, and date-range filters that depend on when the field data was originally captured.

Each submission's original Forms On Fire ID is preserved in a custom text property on the HubSpot record. This enables delta-run de-duplication, rollback targeting, and cross-referencing back to the source system during the reconciliation window. Your team can use this property to validate migration completeness and troubleshoot any records that require manual re-mapping.