Migrate from Urban-Hawks to HubSpot

Urban-Hawks customer contacts map directly to HubSpot contacts. Each contact's email, phone, address, and company association transfers. Primary company link becomes the HubSpot contact's company association. Original created dates are preserved as a custom property, and any Urban-Hawks custom contact fields migrate as HubSpot custom properties. Duplicate detection runs on email to avoid re‑creating existing HubSpot contacts.

Urban-Hawks company records (customer sites, service locations) map to HubSpot companies. Parent-child company hierarchies in Urban-Hawks preserve as HubSpot company hierarchies via the parent-company association field. Domain names, industry pick‑list values, and employee counts transfer directly, while any custom company fields become HubSpot custom properties. The mapping ensures that child sites inherit the parent’s HubSpot company record for consistent reporting.

Urban-Hawks work orders translate to HubSpot tickets by default. The work order status (Scheduled, In Progress, Completed, Cancelled) maps to HubSpot ticket pipeline stages. Each work order's associated contact and asset links transfer as ticket associations. The original work order number becomes the ticket subject prefix for straightforward cross‑reference, and any custom work‑order fields migrate as HubSpot custom properties on the ticket.

If the Urban-Hawks work order carries a billable amount, we create a HubSpot deal alongside the ticket. Work-order line items map to deal line items; deal name derives from work order number and customer. This preserves revenue attribution. The deal stage is set based on the work order status, and the deal is linked to the same HubSpot company and contact records for consolidated reporting.

Urban-Hawks asset records have no direct HubSpot equivalent. We create a HubSpot custom object named Asset__c with fields for asset name, serial number, installation date, warranty expiry, and a self-referential Parent_Asset__c lookup for hierarchy. Each asset links to its associated company and contact records.

Urban-Hawks technicians who need CRM access become HubSpot users (matched by email). Technicians who only need record linkage (without HubSpot login) migrate as a custom object — Technician__c — with their profile fields, certification records, and service territory preserved. User records inherit the technician’s default role and receive a Sales Lite or Service Hub seat. Unmatched technicians are flagged for admin review and assigned a fallback owner on the ticket.

Urban-Hawks site-visit logs with technician arrival/departure timestamps migrate as HubSpot meetings. The associated contact and asset are linked via HubSpot's association model. Visit notes and resolution summaries migrate as HubSpot engagement notes. Meeting duration is calculated from arrival and departure times and stored on the meeting record, and the meeting is linked to the corresponding work‑order ticket for full service history.

Parts and labor line items attached to Urban-Hawks work orders map to HubSpot deal line items. Part numbers, quantities, and unit prices transfer directly. Service labor items need custom product records or a Labor_Service__c custom field on the line item.

Urban-Hawks AR session records — session ID, start/end time, participating technician, remote expert, session notes, and video recording URL — migrate as a custom object in HubSpot. The session links to the associated work order ticket and customer contact. Session duration, annotation count, and resolution outcome are stored as custom fields on AR_Session__c, and the session can link to the related Asset__c if the assistance involved equipment.

Urban-Hawks invoice records with amounts, payment status, and payment method have no HubSpot equivalent. We create an Invoice__c custom object linked to the associated deal and company. Payment status (Paid, Partial, Overdue) migrates as a pick-list field. Invoice number and due date transfer as custom text and date fields, and each invoice is linked to the deal line items that generated the charge for complete financial traceability.

Photos and attachments on Urban-Hawks work orders and assets re-upload to HubSpot Files. File associations link back to the relevant ticket, deal, or custom object record. Original file names and upload timestamps are preserved. File size and MIME type are captured in HubSpot file metadata, and the uploaded files are organized in a dedicated HubSpot folder per object type for straightforward retrieval.

Urban-Hawks custom fields on any object migrate as HubSpot custom properties. Field types are translated: Urban-Hawks pick‑lists become HubSpot option sets; date fields map to HubSpot date properties; numeric fields map to HubSpot number properties. Multi‑select pick‑lists become HubSpot multi‑checkbox or multi‑select fields, and long‑text areas map to HubSpot text areas. Validation rules such as required fields are preserved where possible, and any dependencies are documented for admin review.