Migrate from TOTUS Marketing to HubSpot

Direct map. TOTUS contacts migrate as HubSpot contacts with all standard properties such as name, email, phone, and job title mapped to HubSpot's native contact properties. The HubSpot contact record serves as the primary entity for person-level data, and any additional TOTUS contact fields that lack direct equivalents are stored as custom properties for future reference.

TOTUS lifecycle or status values map to HubSpot lifecycle_stage pick-list. Because HubSpot enforces a strict forward-only progression model, each TOTUS status value is assigned to the nearest HubSpot lifecycle stage — for example, 'prospect' maps to 'lead', 'qualified' maps to 'SQL', and 'customer' maps to 'Customer'. Where TOTUS statuses have no direct counterpart, we select the most appropriate stage and document the mapping decision for review.

Direct map. TOTUS companies migrate as HubSpot companies, with domain, industry, employee count, and annual revenue fields mapped to HubSpot's corresponding company properties. Parent-child company relationships defined in TOTUS are transferred to HubSpot's parent company association, preserving corporate hierarchies and enabling accurate hierarchical reporting.

Direct map. TOTUS deals migrate as HubSpot deals, with deal name, amount, stage, and close date mapped to HubSpot's native deal properties. The associated company and contacts are linked via HubSpot's association model after both the company and contact records have been created, ensuring all relationships are intact and the deal history is complete.

TOTUS pipelines map one-to-one to HubSpot pipelines. Each TOTUS pipeline becomes a HubSpot pipeline in the destination account, preserving the stage order, stage names, and stage-specific probabilities. All stage values are transferred value-by-value to the corresponding HubSpot deal stages, maintaining the original sales process structure.

Stage names map value-by-value from TOTUS to HubSpot. If a TOTUS stage has no exact HubSpot equivalent, we create a matching stage name within the target pipeline to ensure continuity. Stage probability values can be optionally set per stage during HubSpot setup, allowing accurate forecasting.

TOTUS owner IDs resolve to HubSpot users by matching the owner's email address to existing HubSpot user accounts. If no match is found, we flag the record and assign it to a designated fallback owner — no record migrates without an owner assigned.

TOTUS email activities are transferred to HubSpot as Timeline email records attached to the relevant contact. Each email retains its original timestamp, subject, sender, recipient, and engagement status, allowing full visibility into communication history within the contact’s timeline, and associated metadata such as thread ID and folder.

TOTUS call logs migrate as HubSpot Timeline call records, preserving call duration, direction (inbound or outbound), outcome, and the original call date. Each call is attached to the associated contact record, enabling sales reps to review the full call history directly in the contact’s activity timeline.

TOTUS meetings are imported into HubSpot as Meeting objects, retaining the original start and end times, meeting title, location, and associated contacts. Since HubSpot meetings rely on either a native calendar integration (Google Calendar, Outlook) or manual creation, we generate the meetings via API and link them to the relevant contacts automatically.

TOTUS notes are imported as HubSpot notes attached to the appropriate contact, company, or deal record. Where possible, rich-text formatting (bold, italic, lists) is preserved; if the source note contains unsupported markup, a plain-text fallback is applied to ensure readability.

Any TOTUS custom field with no direct HubSpot equivalent becomes a HubSpot custom property on the corresponding object. We create the property with the appropriate type (text, number, date, checkbox, etc.) before migrating data so all values land in the correct field.

TOTUS file attachments linked to contacts, companies, or deals are downloaded from the source system, uploaded to HubSpot Files, and then re-attached to the corresponding record. HubSpot enforces a 25 MB per-file size limit; any files exceeding this threshold are flagged for manual handling.