Migrate from Monica CRM to HubSpot

Monica contacts map directly to HubSpot contacts. Monica stores firstname, lastname, email, phone, and dozens of additional properties per contact. HubSpot requires an email address for each contact record; contacts without email in Monica are flagged for manual review or imported as notes-attached records.

Monica stores additional contact properties (job title, social handles, birthdate) as Contact Detail records linked to the parent Contact. These merge into the HubSpot contact record as standard or custom properties depending on whether HubSpot has a native field for each value.

Monica companies map to HubSpot companies. Monica stores company name, website, address, and industry. Each Monica company can have multiple contacts — in HubSpot, the first contact gets set as the primary company link and additional contacts attach via Account Contact Relationships.

Monica relationship labels describe how two contacts are connected (spouse, colleague, doctor, etc.). HubSpot has no native contact-to-contact relationship labeling. We preserve these as custom multi-select or text properties on each contact record — the label is stored on both contact records independently to match Monica's behavior.

Monica call activities (including direction, duration, and content notes) are transformed into HubSpot engagement records with the type set to 'CALL'. The original timestamp, direction, call duration, and note text are all preserved. The owner field is resolved by matching the Monica user’s email address to a corresponding HubSpot user, ensuring proper attribution in the HubSpot timeline.

Monica logged email entries are converted to HubSpot engagement records where the engagement type is set to 'EMAIL'. The original subject line, full body content, and timestamp are all carried over. HubSpot links the email to the correct contact by matching the sender or recipient email address against existing HubSpot contacts, creating a visible email thread in the contact’s timeline.

Monica note entries attached to a contact are migrated as HubSpot notes on the same contact record. The rich‑text formatting (including bold, italic, lists, and hyperlinks) is preserved where the HubSpot note editor supports it. Each note retains its original creation timestamp and records the Monica author’s user ID, which can be cross‑referenced with HubSpot owners if needed.

Monica reminders (stay-in-touch dates, birthday alerts, and custom reminder types) have no HubSpot native equivalent. We create custom date properties on the HubSpot contact — namespaced as Monica_Reminder_{label} — and populate each with the next due date from Monica's reminder schedule.

Monica special dates (birthdays, anniversaries, and user-defined occasion dates) are stored as contact sub-records with an occasion label and a date value. Each unique occasion label becomes a custom date property on the HubSpot contact record so that HubSpot's date-based automation triggers can reference them.

Monica tracks gifts given and received as contact sub-records. This Monica-specific object maps to custom text or number properties on the HubSpot contact record. Because HubSpot has no native gifts object, gift history is serialized as a JSON string in a custom long-text field for reference.

Monica tracks debts owed to or by the contact as a separate sub-record. This maps to a custom currency field on the HubSpot contact — positive values indicate amounts owed by the contact, negative values indicate amounts owed to the contact.

Monica file attachments—identified by avatar_file_id or uploaded document references—are re‑uploaded to HubSpot Files and then linked to the appropriate contact record. The original file name, MIME type, and any metadata are preserved during the upload. HubSpot enforces a per‑file size limit of 25 MB; files exceeding this threshold are flagged for manual handling, and a notification is generated in the migration report.

Monica journal entries are free-form chronological entries not necessarily tied to a specific contact. Those linked to a contact map to HubSpot notes on the contact record. Orphaned journal entries (no contact link) are preserved in a dedicated HubSpot notes section or exported as a separate report since HubSpot has no journal object.

Monica contact groups—labels such as ‘VIP’, ‘Family’, or ‘Newsletter’—are used to classify contacts. In HubSpot, each group becomes a static or dynamic list, and the group names are also written to a custom multi‑select property on the contact. This dual mapping allows segmentation through HubSpot lists while still enabling workflow conditions that reference the multi‑select property directly.