Migrate from RETAINUSER CRM to HubSpot

Direct map. RetainUser contact properties migrate as HubSpot contact properties. HubSpot's dedicated lifecycle_stage field does not exist in RetainUser — we populate it from a source property or set a default value based on your configuration. Original create timestamps are preserved as a custom datetime property.

Direct map. RetainUser company records map to HubSpot company records. HubSpot supports company hierarchies via the parent company ID field. Multi-contact companies in RetainUser associate cleanly to the same HubSpot company record — no duplication risk if name/domain matching is applied.

Direct map. RetainUser deal records map to HubSpot deal records. Deal stages from RetainUser are mapped to HubSpot pipeline stages — we apply a default stage mapping and surface the mapping plan for your review before the migration runs so you can adjust stage values per HubSpot pipeline.

RetainUser does not enforce contact roles on deal associations — contacts can be attached to a deal without a role label. HubSpot requires a role (scheduler, contract-sender, other, etc.) on every contact linked to a deal. We assign a default role (configurable — typically 'Other') to all RetainUser contacts on deals that have no explicit role in the source. Role assignment can be reviewed and updated post-migration in HubSpot's deal contact association UI.

RetainUser owner IDs are resolved to HubSpot owners by email address match. Unmatched owners are flagged before the migration commits — your team either creates HubSpot user records for those owners or assigns their records to a fallback owner. No record lands in HubSpot without a resolved owner.

Direct map. RetainUser call logs become HubSpot call engagement records. The migration copies call direction (inbound/outbound), duration, start timestamp, owner email, and the associated contact and deal into the HubSpot Call object. Disposition notes from RetainUser populate the HubSpot call body field; outcome codes are translated to free-text notes if no direct mapping exists. Attachments linked to the call are uploaded to HubSpot Files and reattached.

Direct map. RetainUser email records become HubSpot email engagement records. The migration copies the subject line, body, sent timestamp, owner email, and the associated contact and deal into the HubSpot Email object. If RetainUser stores threaded conversations, each message appears as a separate email engagement linked to the same contact/deal. Inline images are extracted, rehosted in HubSpot Files, and the body is updated with the new URLs.

Direct map. RetainUser meeting records become HubSpot meeting engagement records. The migration copies the meeting title, start and end timestamps, owner email, and the associated contact and deal into the HubSpot Meeting object. Location, description, and any attachments are transferred as HubSpot Files and linked. Recurring meetings are broken into individual meeting records. HubSpot displays each meeting on the contact and deal engagement timeline for full visibility.

Direct map. RetainUser notes become HubSpot notes. The migration copies the note body, associated contact and company IDs, and the original creation timestamp into the HubSpot note record. Rich-text is converted to plain text; embedded images are rehosted as HubSpot Files and linked in the note body. Large notes are transferred in full without truncation, and the original RetainUser note ID is stored as a custom property.

RetainUser custom fields without a direct HubSpot equivalent (property-specific fields like property_type, square_footage, agent_name, listing_date, bedrooms, bathrooms, status) are created as HubSpot custom properties during the migration setup phase. We create them in HubSpot before data lands so field-level mapping completes on the first run. Custom property names follow HubSpot's camelCase naming convention and appear in the property settings UI.

RetainUser file attachments on contacts and deals are downloaded and re-uploaded to HubSpot Files. Each file is reattached to its originating record in HubSpot. File size limits apply — HubSpot supports files up to 25MB per upload. Inline images embedded in notes are extracted, rehosted as HubSpot Files, and the note body is updated with the new image URLs.

RetainUser pipelines map directly to HubSpot pipelines. If you have one pipeline in RetainUser, it maps to one pipeline in HubSpot. If you have multiple pipelines in RetainUser (e.g., separate pipelines for buy-side and sell-side deals), each becomes a separate HubSpot pipeline. Stage names are mapped per pipeline — we apply a default mapping and show you the stage value table before migration runs.