Migrate from Hellotracks to HubSpot

Hellotracks workers who need CRM access migrate as HubSpot Users (portal‑licensed). Active field staff with HubSpot portal seats are created as Users, preserving their email and name. Staff who do not have HubSpot seats become HubSpot Contacts and receive a custom Worker_Role__c property that records their Hellotracks role label, ensuring you retain role context even without a full portal licence.

Hellotracks workers who are also customers—such as a contractor billing back their time—merge into a HubSpot Contact with an Is_Internal_Worker__c flag set to true. This flag distinguishes internal staff from external contacts while preserving the original Hellotracks worker ID in a Source_Worker_ID__c custom property for traceability and future reference. The merged record retains all contact details and activity history.

Hellotracks jobs map directly to HubSpot deals — job title becomes deal name, assigned worker resolves to HubSpot owner by email match, scheduled date maps to deal close date (adjusted for context), and job status (pending/active/completed) maps to HubSpot dealstage values.

Hellotracks job details—such as extra_number_$1–10, extra_text_$1–20, and the customFields array—have no native HubSpot equivalent. To preserve this data, we create a Job_Record__c custom object and define a HubSpot property for each Hellotracks custom field, using the appropriate type (string, number, checkbox, etc.) based on Hellotracks metadata. The Job_Record__c record is linked to the corresponding HubSpot deal via a lookup relationship, ensuring every job's granular details are accessible within the deal record.

Hellotracks attaches a customer reference to each job. If the customer has a full contact record in Hellotracks, it becomes a HubSpot Contact; if only a company name exists, it creates or matches a HubSpot Company. The job-deal inherits the contact/company association.

Hellotracks places are geofenced locations with name, address, radius, and custom fields. For customer sites, address data migrates to the associated HubSpot Company's address fields. For job sites without a named customer, place data becomes custom address fields on the related deal.

Hellotracks trip records—containing route, distance, duration, and start/end timestamps—have no native HubSpot equivalent. We extract the key trip metrics and write them as custom number fields (Mileage__c, Trip_Duration_Minutes__c) and custom date fields (Trip_Start_Time__c, Trip_End_Time__c) on the associated HubSpot deal. This preserves mileage and time data for reporting, and allows you to aggregate trip statistics per deal without relying on external tools.

Hellotracks waypoints are GPS coordinate arrays with timestamps and speed data — high‑volume, granular location history for each trip. We serialise the waypoint array as a JSON‑formatted custom long‑text field (Waypoint_History__c) on the HubSpot deal for compliance reference. Because the field is a long‑text blob, it cannot be used in native HubSpot reports without custom development.

Hellotracks clock‑in/out and timesheet data migrates to a Timesheet_Entry__c custom object. Each entry stores the worker (resolved to a HubSpot User), the clock_in timestamp, clock_out timestamp, and hours_worked value. The Timesheet_Entry__c record is linked to the relevant HubSpot deal via a lookup, allowing you to view timesheet history alongside job details and to build custom reports for payroll or billing verification.

Hellotracks alert records—such as speed violations, geofence breaches, and arrival deviations—are migrated as HubSpot Tasks. Each task receives the alert type as its subject, a due date derived from the alert timestamp, and the responsible worker (resolved by email) as the task owner. The original alert type and raw details are stored in the task description field, ensuring you retain the full context of each alert within the CRM.

Hellotracks form submissions are job‑attached intake records with dynamic field names that vary per form type. We migrate each distinct form definition as a Form_Submission__c custom object, creating HubSpot properties named after the original form field labels. Each submission record links to its parent job‑deal via a lookup, preserving all captured values for later review or reporting within HubSpot.

Hellotracks teams group workers for dispatch routing and reporting. HubSpot's Teams feature is limited to licensing and permission management, not dispatch-level routing. We capture team membership as a custom text field on each worker record and flag the team structure for manual recreation using HubSpot workflow automation, static Contact Lists, or a custom Team_Assignment__c object if a richer relationship is required.