Migrate from SmartDesk to HubSpot

SmartDesk contacts map directly to HubSpot contacts. Core fields such as email address, phone number, full name, job title, and physical address transfer as HubSpot standard properties. The primary company association stored on a SmartDesk contact becomes the company association on the corresponding HubSpot contact, preserving the relationship without requiring additional linking steps.

If a SmartDesk contact carries a lifecycle‑behavior custom field (for example, Subscriber, Lead, MQL, SQL, Customer, or Evangelist), the migration applies routing logic: contacts that have reached the Customer or Evangelist stage are created as HubSpot contacts, while those at earlier stages become HubSpot leads. This split is executed at migration time based on the field’s final value.

SmartDesk companies map to HubSpot companies, transferring fields such as company name, domain/website, industry classification, employee count, and annual revenue as HubSpot standard properties. Parent‑company hierarchies defined in SmartDesk are recreated as parent‑company associations on the corresponding HubSpot company records, preserving organizational structure.

SmartDesk deals map to HubSpot deals, moving fields such as deal name, amount, close date, owner, and stage name. Owner resolution is performed by matching the SmartDesk owner’s email address to a HubSpot user; any unmatched owners are flagged before migration so they can be assigned to a fallback owner.

SmartDesk pipelines map one‑to‑one to HubSpot deal pipelines. Each SmartDesk pipeline becomes a separate HubSpot pipeline with its own set of stages. Stage names, probability percentages, and display order are transferred per pipeline, preserving the original sales process structure overall.

SmartDesk stage names are mapped to HubSpot stage names on a per‑pipeline basis. Stage probabilities and forecast categories such as Open, Won, and Lost are re‑applied using HubSpot’s stage model. Custom stage display order is retained throughout the migration successfully.

SmartDesk call logs are migrated as HubSpot call activities, transferring call subject, duration, outcome, notes, and original timestamp. Owner assignment is preserved by matching the SmartDesk owner’s email to a HubSpot user record, ensuring accountability on each call accurately thereafter.

SmartDesk email logs are migrated as HubSpot email activities, carrying subject, body content, direction (sent or received), timestamp, and the associated contact or company. Attachments are downloaded and re‑uploaded as HubSpot file attachments, maintaining file associations to the relevant CRM records.

SmartDesk meeting records are migrated as HubSpot meetings, and any associated notes are transferred as HubSpot notes with the original body content intact. The association to the related contact, company, or deal record is preserved using HubSpot’s association model, ensuring continuity of context.

SmartDesk’s unlimited custom fields on contacts, companies, and deals each require a corresponding HubSpot custom property. Field types such as text, number, date, checkbox, and dropdown are mapped to HubSpot property types, and each HubSpot property must be created before the migration data load to avoid schema mismatches.

SmartDesk owner IDs are resolved by matching the owner’s email address to a HubSpot user. The owner_display_name and owner_email from SmartDesk are transferred to HubSpot’s OwnerId and Owner Name properties. Any records whose owners cannot be matched are flagged and assigned to a fallback HubSpot owner to prevent orphaned entries.

Files attached to SmartDesk contacts, companies, or deals are downloaded from SmartDesk and re‑uploaded to HubSpot Files. The association between each file and its CRM record is preserved in HubSpot, while file size limits imposed by HubSpot’s file hosting model are respected during the transfer.

SmartDesk goal‑tracking records may represent sales targets or quotas stored as a custom object. In HubSpot Starter or Pro, these records migrate as custom properties on deals or contacts. On HubSpot Enterprise, the same data can be recreated as native HubSpot custom objects, preserving the full target hierarchy.