Migrate from Merlin to HubSpot

Merlin projects map to HubSpot deals when the project represents a billable client engagement. If the project tracks internal work without a sales关联, a HubSpot custom object (Enterprise tier) is the better container. FlitStack creates the custom object schema in HubSpot before loading any project data, so field mapping references the correct object type from the start.

Merlin tasks map to HubSpot engagements — task subject becomes the engagement subject, completion status becomes a custom property, and the original due date is preserved as a custom datetime property. Sub-tasks flatten into individual engagement records; the parent-child relationship is preserved in a custom task hierarchy field on each record.

HubSpot has no native milestone object. Each Merlin milestone (name, target date, completion date, status) migrates as a custom property group on the associated deal. If multiple milestones exist per project, FlitStack creates a custom object with milestone records linked to the parent deal via a custom association property.

Merlin resources are team members with email, role, and utilization data. FlitStack resolves each resource by email against HubSpot users. Unmatched resources are flagged for manual resolution — either inviting them to HubSpot or assigning their tasks to an existing user. Utilization percentage migrates as a custom number property on the HubSpot user record.

Merlin time entries (date, duration, billable flag, notes) have no HubSpot equivalent. FlitStack aggregates time entries per project into a custom object linked to the parent deal, storing total hours, billable hours, and last-entry date as custom numeric and datetime properties. Your billing team uses these as reference data in HubSpot reports.

File attachments on Merlin projects and tasks re-upload to HubSpot Files and attach to the corresponding deal or contact record. File size limits apply (HubSpot caps individual files at 250 MB). Inline images in task notes are downloaded, re-hosted in HubSpot's file storage, and the link is updated in the note body.

Merlin notes attached to projects or tasks migrate as HubSpot engagement notes. Rich-text formatting is preserved where the export format supports it; plain-text fallbacks are applied for notes exported from unsupported formats. Notes retain their original create timestamp as a custom datetime property.

Merlin custom fields on projects (drop-downs, text, numbers, dates) require corresponding custom properties in HubSpot. FlitStack reads the custom field schema from Merlin, creates matching properties in HubSpot under Settings > Properties before import, and maps values directly. Pick-list values are created as HubSpot option sets with the original labels preserved.

Task-level custom fields in Merlin (priority flags, department tags, billing codes) become custom properties on the HubSpot engagement record. Since engagements do not support custom properties natively in all HubSpot tiers, FlitStack creates a custom object for task metadata and links each engagement to its corresponding metadata record via a custom lookup field.

Merlin automations (triggers on task status, due-date notifications, assignment rules) have no HubSpot equivalent at the data layer. FlitStack exports the automation definitions as a JSON schema document that your HubSpot admin uses to rebuild equivalent workflows in HubSpot's Workflows tool. This export is included in the migration package at no additional charge.