Migrate from Re:Desk to HubSpot Service Hub

Re:Desk Members map to HubSpot Contacts with first name, last name, email, phone, address, and membership type as custom properties. Membership expiration dates map to a custom date field membership_expiration__c. Member status (active, expired, suspended) maps to Contact lifecycle stage or a custom picklist membership_status__c. We deduplicate by email during import; any Member without an email address receives a generated placeholder email and a flag custom field requiring manual cleanup.

Household or organization-linked Members (such as community organization accounts or municipal department contacts) map to HubSpot Companies. We determine whether to use the Company object during scoping based on whether Members represent individuals or organizational memberships. The mapping is optional and controlled by a scope flag.

Re:Desk Programs (classes, leagues, activities) map to a HubSpot custom object named Programs__c. Program metadata (name, description, registration limits, schedule, instructor, pricing) migrates as custom fields on the custom object. Active or archived program status maps to a custom picklist program_status__c. If the customer uses Deals for program-based revenue tracking, Programs with registration fees also generate Deal records.

Re:Desk Facilities (courts, fields, rooms, pools) map to a HubSpot custom object named Facilities__c. Facility metadata (name, type, capacity, location, availability rules) migrates as custom fields. Facility photos or documents attach as ContentDocument records linked via ContentDocumentLink. Facilities do not have a native HubSpot equivalent, so the custom object schema is designed during scoping.

Re:Desk Reservations map to either HubSpot Deals (if the reservation has a fee component tracked as revenue) or a Reservations__c custom object (if the reservation is a non-revenue booking). During scoping, we identify which approach matches the customer's reporting needs. Reservation date ranges, time slots, and member or guest associations migrate as custom fields with lookup resolution to the associated Contact.

Re:Desk POS transactions include line items, payment method, timestamp, and attending staff. We split transactions into a HubSpot Deal header (for the total transaction amount and payment status) and Line Item records (for individual line items such as registration fees, concessions, or rental charges). Staff attribution migrates as a custom field resolved against the HubSpot User mapping.

Re:Desk Invoices (for registrations, rentals, POS purchases) map to HubSpot Deals where the invoice total becomes the Deal amount and the invoice status (paid, pending, refunded) maps to Deal stage or a custom invoice_status__c picklist. Invoice line items map to Line Items on the Deal.

Re:Desk attendance records for facilities and programs migrate as engagement records on the associated Contact. We use either a custom object Attendances__c with lookup to Contact and Program, or Notes with timestamps, depending on the destination HubSpot tier and the customer's reporting needs. Reviewers note that Re:Desk's check-in functionality has limitations, so we flag any gaps in attendance data during scoping.

Re:Desk organizations configure custom fields on Members for municipality-specific attributes (emergency contact, swim test status, volunteer certifications, etc.). We discover custom field definitions during scoping and map them to HubSpot Contact custom properties of equivalent type (string, number, date, checkbox, picklist). Custom field options migrate as picklist values.

Re:Desk custom fields on Programs (instructor certifications, equipment requirements, age restrictions, etc.) migrate as custom properties on the Programs__c custom object. We preserve the field type and any option lists during mapping. Multi-select picklists map from Re:Desk multi-checkbox fields.

Re:Desk staff accounts with role-based access (Administrator, Staff, Front Desk) map to HubSpot Users. We resolve by email match during import. Role assignments (Administrator, Staff) map to HubSpot User Roles and Permissions. Any Re:Desk staff account without a matching HubSpot User email goes to a reconciliation queue for the customer's admin to provision before record import resumes.

Documents attached to Member records, Programs, or Reservations export as binary blobs and migrate to HubSpot as ContentDocument records linked via ContentDocumentLink to the parent Contact, Programs__c, or Reservations__c record. We preserve filenames and association metadata. File size limits and attachment storage quotas in HubSpot (5 MB per file on Starter, higher on paid tiers) may require truncation or separate storage for oversized files.