Migrate from VAIL-CRM to HubSpot

VAIL-CRM contacts map directly to HubSpot contacts. HubSpot requires a primary company association — contacts without a company in VAIL-CRM land as unassociated HubSpot contacts. Email, phone, job title, and address fields map field-by-field. VAIL-CRM owner ID resolves to HubSpot user by email match before migration.

VAIL-CRM companies map to HubSpot companies. Company name, domain/website, industry, employee count, and annual revenue fields map directly where present. Parent-company hierarchies in VAIL-CRM map to HubSpot's parent company association. Multi-company contacts (if VAIL-CRM supports N:N) collapse to one primary company in HubSpot plus associated secondary companies.

VAIL-CRM deals map to HubSpot deals. The deal name, amount, close date, and owner migrate directly. VAIL-CRM deal stage names map to HubSpot deal pipeline stages by value — each unique VAIL-CRM stage name creates a corresponding HubSpot stage or maps to an existing one based on your specification.

If VAIL-CRM uses multiple deal pipelines, each pipeline becomes a separate HubSpot deal pipeline. HubSpot allows multiple pipelines per portal on paid tiers. Pipeline-level properties (if VAIL-CRM stores them) become HubSpot custom deal properties. We create the pipelines in HubSpot before migrating deal records.

VAIL-CRM call logs migrate to HubSpot engagements of type 'call'. Original call timestamp, duration (if stored), outcome, and owner preserved. Call associations re-linked to the HubSpot contact, company, or deal that was the call's parent in VAIL-CRM. If the parent record is missing, the call is flagged for manual association after migration.

VAIL-CRM email activity migrates to HubSpot engagements of type 'email'. Subject, body (plain text or HTML as stored), timestamp, and owner preserved. Associations to HubSpot contacts, companies, and deals are resolved from VAIL-CRM parent-record links during the migration sequence to ensure emails attach to the correct timeline records.

VAIL-CRM meetings map to HubSpot engagements of type 'meeting'. Start time, end time, title, body, and owner preserved. Meeting associations re-linked to the correct HubSpot records. HubSpot meeting engagements attach to the timeline of the associated contact or deal, displaying in the activity feed of the linked record.

VAIL-CRM notes migrate to HubSpot engagements of type 'note'. Note body, create timestamp, and owner preserved. Notes associated with specific contacts, companies, or deals re-linked using HubSpot's association model. Rich-text formatting in VAIL-CRM notes preserved where VAIL-CRM's export supports it.

VAIL-CRM custom fields on contacts, companies, or deals become HubSpot custom properties. We create each custom property in HubSpot before migration using the same field type (text, number, date, dropdown, checkbox) inferred from VAIL-CRM's data. Pick-list values map value-by-value for dropdown fields.

If VAIL-CRM uses custom objects, they map 1:1 to HubSpot custom objects. HubSpot requires Enterprise tier for custom objects. Custom object associations that use N:N relationships in VAIL-CRM need junction objects in HubSpot — we surface this in the migration plan before execution.

VAIL-CRM file attachments on records are downloaded and re-uploaded to HubSpot file storage. Files re-associated with the corresponding HubSpot record. HubSpot's file size limits (25MB per file) apply; files exceeding this are noted and handled per your instruction. We also extract any inline images from rich-text fields for re-hosting.

VAIL-CRM owner IDs resolve to HubSpot users by email address match. VAIL-CRM users without a corresponding HubSpot user are flagged before migration — your team either creates the HubSpot user first or assigns those records to a fallback owner. No record lands in HubSpot without a resolved owner.