Migrate from The Practice to HubSpot

The Practice client records map 1:1 to HubSpot contacts. The primary email address is the deduplication key. First name, last name, phone, and job title map directly. Original create dates are preserved as a custom datetime property since HubSpot's built-in CreatedDate reflects migration time, not source creation time.

The Practice practice-level record (if it holds firm name, domain, or industry) maps to a HubSpot company. If The Practice does not store a separate company object, a single HubSpot company record is created for the practice itself and linked to all contacts.

The Practice session records (date, duration, session type, notes, coach) migrate as HubSpot engagement activities. They land in the contact's timeline with original timestamps, owner, and a session-type label so historical client engagement is visible without rebuilding the schedule tool.

Signed contracts and service agreements in The Practice migrate as HubSpot deals with the contract value stored in deal amount, the signing date as the close date, and the agreement type (e.g., monthly, annual) mapped to a deal property. If no deal exists, the contract data is stored as a custom property on the contact.

Active clients in The Practice map to HubSpot lifecycle_stage 'Customer'. Inactive or paused clients map to 'Lead'. This preserves your existing segmentation while allowing HubSpot's lifecycle reporting to function from day one. If additional statuses exist (e.g., trial, churned), they map to the nearest stage and are stored in a custom property for granular tracking. Workflows that advance stage on contract signing should be configured post-migration.

Each The Practice custom field gets a corresponding HubSpot custom property. Pick-list values (e.g., subscription tier names) are mapped value-by-value. Number fields, date fields, and text fields transfer directly with type validation before import to catch formatting mismatches. If a field contains mixed data types, we create a text property and parse values post-import.

The Practice stores coach or staff assignments per client. FlitStack resolves each owner by email match against existing HubSpot users. Unmatched owners are flagged before migration — your team either creates the HubSpot user first or assigns records to a fallback owner to avoid orphaning client histories.

The Practice notes attached to client records migrate as HubSpot engagement notes on the contact timeline. Original author and create date are preserved. Rich-text formatting in notes is converted to HubSpot's note format during import. Attachments or inline images are preserved as file links on the note, ensuring all context is retained.

Intake data collected in The Practice — goals, assessment scores, program enrollment — migrates either as a set of contact properties (if the form is flat) or as a HubSpot custom object with a one-to-many relationship to the contact (if responses have repeating rows). The structure is audited before migration.

If The Practice tracks where clients came from (referral partner, ad source, organic), that data maps to HubSpot's built-in source tracking properties or a custom referral_source property. Original UTM values are preserved for historical attribution. This allows you to run source-based reports and optimize marketing spend based on client origin.

The Practice subscription tier (e.g., Starter, Growth, Elite) and billing status (active, paused, cancelled) migrate as a HubSpot custom pick-list property on the contact. Historical payment data beyond the current status is stored as a text field reference, not a native commerce record.

The Practice per-client private chat messages are high-volume, conversation-thread data with no native HubSpot equivalent. We export chat transcripts as a file attachment on the contact record for reference. Full chat history is not imported as individual timeline events due to volume and format constraints.