Migrate from Rainbow CRM to HubSpot

Direct 1:1 map. HubSpot contacts carry lifecycle_stage as a custom property since Rainbow has no native equivalent — this field is used to drive marketing-contact billing logic post-migration. Owner resolved by email match against HubSpot users; unmatched owners assigned to a designated fallback owner before migration begins. Original create and update timestamps are preserved as read-only custom properties for historical continuity in reporting.

Direct 1:1 map. HubSpot companies hold firmographic data (industry, employee count, annual revenue) as standard properties that map directly from Rainbow fields. Parent-child company hierarchies in Rainbow map to HubSpot's parent company association via Parent Company ID, preserving organizational structures that inform account hierarchy and territory assignments in the destination CRM.

Direct 1:1 map. Rainbow deals migrate to HubSpot deals, with the source pipeline name preserved on the deal as a reference field. HubSpot deal name, amount, close date, and stage map directly from Rainbow fields; stage probability is reapplied based on HubSpot's stage configuration post-migration since probability percentages differ between platforms.

Each Rainbow pipeline becomes a named HubSpot deal pipeline. HubSpot requires pipeline creation before deals can be assigned — we create pipelines in HubSpot during the schema setup phase using the Pipeline Create API, then populate deal.pipeline with the correct HubSpot pipeline ID during the data migration phase to ensure referential integrity.

Stage names map value-by-value from each Rainbow pipeline to the corresponding HubSpot pipeline stage using the Pipeline Stages API. Custom stage names in Rainbow require pick-list value creation in HubSpot per pipeline before migration runs. Stage-entered timestamps are preserved as custom datetime fields on the deal object, enabling historical stage-duration analysis in HubSpot reports.

Rainbow contact custom properties are created as HubSpot contact properties using the Properties API before migration runs. Property type (text, number, date, dropdown) is mapped to HubSpot's equivalent field type for compatibility. Required-flagged properties in HubSpot are set at creation time; empty values in Rainbow are handled per HubSpot's import rules to avoid validation errors during data write.

Same pattern as contact custom properties — created as HubSpot company properties using the Properties API before migration runs. Multi-select pick-lists in Rainbow map to HubSpot's multi-checkbox field type for multi-valued attributes; single-select dropdown options in Rainbow map to HubSpot's select dropdown to preserve enumerated value constraints.

Rainbow deal custom properties migrate to HubSpot deal custom properties. Currency-formatted number fields are preserved as numeric values without formatting to avoid import errors; percentage fields map to HubSpot's number (with decimal) format. Any formula fields in Rainbow are resolved to their last computed value and stored as static values in HubSpot since HubSpot does not support live formula recalculation on imported data.

Rainbow tasks migrate as HubSpot tasks using the Tasks API, preserving subject, body, due date, status, and owner email from the source record. Associated contacts and companies link via HubSpot's association model using the Associations API after contact and company batches are written. Completed-at timestamps are preserved in the body or a custom field; open tasks retain their original due date in HubSpot's task queue for follow-up.

Rainbow notes migrate to HubSpot notes using the Notes API with title, body, and associated contact/company links preserved. Rich-text formatting is converted to HubSpot's note format for display consistency. Notes without an associated record are imported as standalone notes with a flag for manual association review, ensuring no content is lost during the migration process.

File attachments on records are downloaded from Rainbow and re-uploaded to HubSpot Files using the File Upload API, then linked back to the associated CRM record via the associations endpoint. HubSpot Files have a 25 MB per-file limit — files exceeding this are flagged for manual handling. Original file names and content types are preserved in HubSpot's file metadata for audit trail continuity.