Migrate from Property Minder to HubSpot

Property Minder contacts migrate directly to HubSpot Contacts. First name, last name, email, phone, address, and job title map field-by-field. Owner resolved by email match against HubSpot users. Records without email receive a generated placeholder flagged for manual review. All timestamps, including original create dates, are preserved as custom properties for historical continuity.

Property Minder brokerage records and company affiliations map to HubSpot Companies. Company name, website, industry, and address fields transfer directly. Brokerage-specific fields (license number, brokerage name) migrate as custom properties on the Company object. If a brokerage has multiple branch offices, each branch is represented as a separate company record in HubSpot.

HubSpot has no native real estate listing object. We create a Property__c custom object and map Property Minder listing fields (address, MLS number, property type, status, price) to custom properties on that object. The custom object is linked to HubSpot Contacts via a junction object or custom association type.

Property Minder's saved MLS search parameters per client (price range, bedrooms, neighborhood, property type) migrate as custom properties on the Property__c object or as properties on the associated Contact record, depending on whether the criteria are client-specific or property-agnostic. This flexibility allows reporting on both aggregate search trends and individual client preferences.

Property Minder transactions map to HubSpot Deals. Deal name becomes the HubSpot Deal name. Transaction stage values (listed, showing, under contract, closed) map to HubSpot Deal stage values via value mapping. Close date, deal amount, and agent owner transfer directly.

Property Minder showing records migrate as HubSpot Meetings (Engagements). Start time, end time, location (property address), and associated contact link transfer. The property lookup is preserved via the custom Property__c association or as a text property. If the showing involves multiple contacts, each is linked with the appropriate association label for clear visibility.

Property Minder notes and comments on contacts, properties, or transactions migrate as HubSpot Notes. Original timestamps and note author (owner) are preserved. Rich-text formatting is converted to HubSpot's note body format. Any embedded links or images are extracted and reattached as separate file references for clean rendering.

Property Minder file attachments on contacts, properties, or deals are downloaded and re-uploaded to HubSpot Files attached to the corresponding record. File size limits apply (HubSpot default 25MB per file). Inline images in notes are extracted and rehosted. Files larger than the limit are split or compressed to meet HubSpot's upload constraints.

Property Minder agent and user accounts are matched to HubSpot users by email address. Unmatched agents are flagged before migration — the team either creates HubSpot user accounts first or assigns records to a designated fallback owner. This ensures all data is assigned to a responsible user for immediate follow-up.

Property Minder tags and labels on contacts or properties map to HubSpot's native tag and label properties. Where labels represent specific roles (buyer, seller, investor), we map them to HubSpot contact properties or association labels per the team's preference. This flexibility lets teams align tagging with their sales process and reporting structures.