Migrate from VaultRE to HubSpot

VaultRE contact fields (firstname, lastname, email, phone, address) map directly to HubSpot Contact properties. A VaultRE contact with multiple role types (e.g., both buyer and landlord) splits into two HubSpot contacts — one per role — linked by a VaultRE_Contact_ID__c custom field.

VaultRE contact_type stores buyer / seller / tenant / landlord / all. HubSpot has no native multi-role contact model. We split on role and store each role as a boolean custom property (Is_Buyer__c, Is_Seller__c, Is_Tenant__c, Is_Landlord__c) so reporting by role works in HubSpot.

VaultRE property maps 1:1 to HubSpot Company. Street address, suburb, state, postcode, and country map to HubSpot address fields. Property type, number of bedrooms/bathrooms, and parking migrate as custom properties since they are real-estate-specific.

VaultRE allows N:N contact-to-property associations. HubSpot Contact allows one primary CompanyId. We migrate the most-recently-modified association as the primary AccountId. Secondary associations are stored as a custom multi-select text property (Secondary_Properties__c) with property IDs.

A VaultRE property with an active sales listing becomes a HubSpot Deal. Listing status, asking price, and listing agent information are stored as custom fields on the Deal. The Deal is associated to the property's Company record via AccountId.

VaultRE rental data (weekly rent, lease start/end, furnished flag, tenancy status, landlord contact) has no native HubSpot equivalent. We store these as custom properties on the Company record for landlord-facing data and on the Deal for active tenancy records.

VaultRE tasks and calendar events (open-home reminders, appraisal bookings, tenancy inspections) map to HubSpot Tasks. Subject, due date, status, and description migrate. The task is linked to the relevant Contact or Company via HubSpot's association model. Owner resolved by email match.

VaultRE tracks where enquiries originate (portal, referral, organic, cold call). HubSpot has a generic hs_analytics_source field. We map VaultRE source values to a custom VaultRE_Source__c pick-list on Contact to preserve granular source attribution.

VaultRE trust accounting (ledger balance, last reconciled date, trust account ID) has no HubSpot equivalent. We preserve trust account references as custom text fields on the relevant Company record for audit traceability. Actual financial reconciliation must remain in dedicated accounting software.

VaultRE field groups and custom database fields (drop-down, text, date, checkbox) are created as HubSpot custom properties under the matching object. Drop-down options are mapped value-by-value. Multi-select checkboxes become HubSpot checkbox sets or a pipe-delimited text field.