HubSpot to Salesforce CRM Migration - Project Details / Task List
Tag: hubspot-sf-migration
Total Hours: 225h
Structure: Multi-Milestone (>50h)
Milestone 1: HubSpot to Salesforce CRM Migration - 1. Discovery & Data Architecture
Tag: hubspot-sf-migration
Description: Define migration scope, audit HubSpot environment, assess data quality, and design Salesforce data model with complete field mapping.
Hours: 52h
Task List: (HubSpot to SF Migration) 1. Discovery & Data Architecture
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Define Migration Scope and Objectives | 8h | Establish clear migration goals, success criteria, and stakeholder alignment across all affected teams. End state: Signed-off migration scope document with defined success metrics. • Conduct stakeholder interviews with Sales, Marketing, CS, and RevOps leaders • Document current HubSpot pain points and Salesforce requirements • Define what data migrates (all historical vs. active only) and cutoff dates • Establish success metrics (data accuracy %, user adoption %, timeline adherence) • Create RACI matrix for migration responsibilities • Get executive sign-off on scope and timeline |
| 2. Audit Current HubSpot Environment | 10h | Document all existing HubSpot data, objects, workflows, and integrations to understand migration complexity. End state: Complete inventory of HubSpot assets requiring migration or rebuilding. • Export full object inventory: Contacts, Companies, Deals, Tickets, Custom Objects • Document all custom properties and their usage across objects • Map all active workflows, sequences, and automation rules • List all integrations (ZoomInfo, Outreach, Gong, etc.) and their data flows • Identify reporting dashboards and metrics currently tracked • Quantify data volume: record counts per object, activity history depth |
| 3. Assess Data Quality and Create Cleanup Plan | 8h | Evaluate data hygiene issues that must be resolved before migration. End state: Prioritized data cleanup plan with assigned owners and deadlines. • Run duplicate analysis across Contacts and Companies • Identify records with missing required fields (email, company name, owner) • Flag stale records (no activity in 12+ months) for archive vs. migrate decision • Document data format inconsistencies (phone numbers, addresses, picklist values) • Create cleanup task list with effort estimates • Assign cleanup tasks to appropriate team members with deadlines |
| 4. Design Salesforce Data Model | 10h | Define how HubSpot data structures will translate to Salesforce objects and relationships. End state: Approved Salesforce data model diagram showing all objects and relationships. • Map HubSpot objects to Salesforce equivalents (Company→Account, Contact→Contact, Deal→Opportunity) • Design Lead vs. Contact strategy (HubSpot has no Lead object concept) • Define Account hierarchy structure for parent/child relationships • Plan custom object requirements for any HubSpot custom objects • Document Person Account vs. Business Account approach if applicable • Review and approve data model with stakeholders |
| 5. Create Comprehensive Field Mapping Document | 10h | Map every HubSpot property to its Salesforce field equivalent with data type validation. End state: Complete field mapping spreadsheet covering all objects. • Export all HubSpot properties with data types and picklist values • Map standard fields to Salesforce standard fields • Identify custom fields needed in Salesforce for unmapped properties • Document data type conversions (HubSpot multi-select to Salesforce multi-picklist) • Flag fields requiring value transformation (date formats, currency) • Validate picklist value alignment between systems |
| 6. Plan Record Ownership and Assignment | 6h | Define how record ownership transfers from HubSpot to Salesforce users. End state: User mapping document and ownership assignment rules. • Create HubSpot user to Salesforce user mapping • Define rules for records with inactive/departed owners • Plan territory or round-robin assignment for unowned records • Document queue assignments for unworked leads • Address multi-owner scenarios (HubSpot allows multiple, Salesforce typically doesn't) • Validate all Salesforce users exist and have correct profiles |
Milestone 2: HubSpot to Salesforce CRM Migration - 2. Salesforce Configuration
Tag: hubspot-sf-migration
Description: Build Salesforce data structure, recreate automation and workflows, and configure reports and dashboards.
Hours: 50h
Task List: (HubSpot to SF Migration) 2. Salesforce Configuration
Contains: Part 3
| Task | Est | Description |
|---|---|---|
| 7. Configure Salesforce Objects and Fields | 18h | Build the Salesforce data structure to receive migrated data based on the field mapping document. End state: All custom objects and fields created and validated in Salesforce. • Create custom objects per data model design • Build all custom fields with correct data types • Configure picklist values to match HubSpot values (or create transformation mapping) • Set up record types if needed for different business processes • Configure page layouts for each object and record type • Assign field-level security to appropriate profiles |
| 8. Rebuild Workflows and Automation | 20h | Recreate HubSpot workflows as Salesforce automation (Flows, Process Builder, or triggers). End state: All critical automation replicated and tested in Salesforce sandbox. • Prioritize workflows by business criticality (lead routing, deal stage updates, notifications) • Build lead assignment rules or Flow-based routing (no native round-robin in Salesforce) • Recreate deal stage progression automation • Set up email alerts and task creation automation • Build approval processes for discount or deal approval workflows • Document automation that cannot be replicated 1:1 and propose alternatives |
| 9. Configure Reports and Dashboards | 12h | Rebuild key HubSpot reports and dashboards in Salesforce to maintain visibility continuity. End state: Core reporting suite available in Salesforce matching current metrics. • Identify top 10-15 most-used HubSpot reports and dashboards • Map HubSpot report logic to Salesforce report types • Build pipeline, activity, and conversion reports • Create sales manager and executive dashboards • Configure report folders and sharing permissions • Schedule automated report delivery to match current cadence |
Milestone 3: HubSpot to Salesforce CRM Migration - 3. Data Migration Execution
Tag: hubspot-sf-migration
Description: Set up migration infrastructure, execute test and production migrations, and resolve all migration issues.
Hours: 55h
Task List: (HubSpot to SF Migration) 3. Data Migration Execution
Contains: Part 4
| Task | Est | Description |
|---|---|---|
| 10. Set Up Migration Infrastructure | 10h | Prepare the technical infrastructure for data migration including tools, sandbox, and backup processes. End state: Migration environment ready with backup and rollback capabilities. • Select migration method: Data Loader, third-party tool (Trujay, Import2), or custom ETL • Create full HubSpot data backup before any migration begins • Set up Salesforce sandbox for migration testing • Configure migration tool with HubSpot and Salesforce credentials • Create migration scripts or templates for each object • Establish rollback procedure in case of critical failure |
| 11. Execute Test Migration (Sandbox) | 18h | Run complete migration in Salesforce sandbox to identify and resolve issues before production. End state: Successful sandbox migration with documented issues and resolutions. • Migrate Accounts/Companies first (parent records) • Migrate Contacts with Account relationships • Migrate Opportunities/Deals with stage history • Migrate Activities (emails, calls, meetings, tasks) • Validate record counts match between systems • Test sample records for data accuracy and relationship integrity |
| 12. Resolve Migration Issues | 12h | Address all issues discovered during test migration before production run. End state: All blocking issues resolved, non-blocking issues documented with workarounds. • Fix field mapping errors causing data loss or truncation • Resolve relationship failures (orphaned contacts, missing accounts) • Address data type conversion errors • Handle duplicate records created during migration • Document and accept minor data loss where unavoidable • Re-run test migration to validate fixes |
| 13. Execute Production Migration | 15h | Perform final migration to production Salesforce with all data and relationships. End state: All data successfully migrated to production Salesforce. • Schedule migration during low-activity period (weekend or after hours) • Communicate blackout period to all users (no HubSpot updates during migration) • Execute migration in object order: Accounts → Contacts → Opportunities → Activities • Run validation queries after each object migration • Verify record counts and spot-check data accuracy • Create migration completion report with any exceptions |
Milestone 4: HubSpot to Salesforce CRM Migration - 4. Integration & Validation
Tag: hubspot-sf-migration
Description: Reconfigure third-party integrations, set up Marketing Hub sync if applicable, and conduct comprehensive validation testing.
Hours: 36h
Task List: (HubSpot to SF Migration) 4. Integration & Validation
Contains: Parts 5-6
| Task | Est | Description |
|---|---|---|
| 14. Redirect Third-Party Integrations | 10h | Reconfigure all tools that previously integrated with HubSpot to connect to Salesforce instead. End state: All critical integrations pointed to Salesforce and validated. • Inventory all HubSpot integrations requiring redirection • Reconfigure enrichment tools (ZoomInfo, Apollo, Clearbit) to write to Salesforce • Update sales engagement platforms (Outreach, Salesloft) to sync with Salesforce • Redirect conversation intelligence (Gong, Chorus) to Salesforce • Update marketing automation connection if keeping HubSpot Marketing Hub • Test each integration with sample records |
| 15. Configure Marketing Hub Integration (if applicable) | 8h | If retaining HubSpot Marketing Hub, set up native Salesforce-HubSpot sync for ongoing marketing operations. End state: Bidirectional sync active between HubSpot Marketing and Salesforce CRM. • Enable HubSpot-Salesforce native integration • Configure sync direction for each object (HubSpot→SF, SF→HubSpot, or bidirectional) • Map marketing fields (lead source, campaign, lifecycle stage) • Set up selective sync rules to prevent data pollution • Configure lead/contact creation preferences • Test sync with new leads and existing record updates |
| 16. Conduct Data Validation Testing | 10h | Systematically verify data accuracy and completeness across all migrated objects. End state: Signed-off data validation report confirming migration success. • Compare record counts between HubSpot export and Salesforce totals • Spot-check 50+ records per object for field accuracy • Validate all relationships (Contact-to-Account, Opportunity-to-Account) • Verify historical activities appear on correct records • Confirm deal amounts and stages match source data • Document and investigate any discrepancies |
| 17. Test Business Processes End-to-End | 8h | Validate that critical business workflows function correctly in the new Salesforce environment. End state: All critical processes validated and approved by process owners. • Test lead creation and routing from web forms • Validate opportunity stage progression and automation triggers • Confirm email sync and activity capture working • Test approval workflows for deals requiring sign-off • Verify reporting accuracy against known benchmarks • Have each team validate their specific workflows |
Milestone 5: HubSpot to Salesforce CRM Migration - 5. Training & Go-Live
Tag: hubspot-sf-migration
Description: Develop and deliver user training, execute go-live cutover, conduct post-migration validation, and complete project handoff.
Hours: 32h
Task List: (HubSpot to SF Migration) 5. Training & Go-Live
Contains: Parts 7-8
| Task | Est | Description |
|---|---|---|
| 18. Develop Training Materials | 6h | Create role-specific training content for all Salesforce users. End state: Complete training package ready for delivery. • Create sales rep quick-start guide (daily workflows in Salesforce) • Build manager training for pipeline management and reporting • Develop admin documentation for ongoing maintenance • Record video walkthroughs for common tasks • Create FAQ document addressing HubSpot vs. Salesforce differences • Build reference card for key differences and new processes |
| 19. Deliver User Training | 8h | Train all users on Salesforce functionality and new processes before go-live. End state: All users trained and capable of performing daily tasks in Salesforce. • Schedule role-based training sessions (sales, marketing, CS, leadership) • Conduct live training sessions (60-90 minutes per role) • Provide hands-on practice time in sandbox • Address questions and concerns about workflow changes • Distribute training materials and recordings • Set up office hours for post-training questions |
| 20. Execute Go-Live Cutover | 6h | Transition all users to Salesforce as the system of record with HubSpot CRM decommissioned. End state: Salesforce live as sole CRM with all users active. • Announce go-live date and communicate expectations • Disable HubSpot CRM write access (read-only for historical reference) • Activate Salesforce for all users • Monitor for critical issues in first 24-48 hours • Provide hypercare support during first week • Track adoption metrics (login rates, record creation, activity logging) |
| 21. Conduct Post-Migration Validation | 6h | Verify system stability and data integrity in the days following go-live. End state: Confirmed stable production environment with no critical issues. • Run daily data validation reports for first week • Monitor integration sync health • Track and resolve user-reported issues • Verify automation is firing correctly • Confirm reporting accuracy with finance and leadership • Document any ongoing issues requiring attention |
| 22. Complete Project Handoff | 6h | Transfer ownership and documentation to client team for ongoing operations. End state: Client self-sufficient with admin access, documentation, and support resources. • Transfer all admin credentials and access • Deliver complete documentation package (field mappings, automation logic, integration configs) • Provide runbook for common maintenance tasks • Schedule 30-day post-migration check-in • Document lessons learned and recommendations for optimization • Close out project and transition to ongoing support (if applicable) |
Summary
- Total Milestones: 5 (52h + 50h + 55h + 36h + 32h)
- Total Task Lists: 5 (consolidated from 8 Parts)
- Total Tasks: 22 (one per Step)
- Total Hours: 225h
- Generated from: playbook_hubspot-to-salesforce-crm-migration.md
- Generated on: 2025-12-31