Salesforce to HubSpot CRM Migration - Project Details / Task List
Tag: sf-hubspot-migration
Total Hours: 225h
Structure: Multi-Milestone (>50h)
Milestone 1: Salesforce to HubSpot CRM Migration - 1. Discovery & Data Assessment
Tag: sf-hubspot-migration
Description: Stakeholder alignment, Salesforce audit, migration strategy, data quality assessment, and cleanup preparation
Hours: 56h
Task List: (SF-HubSpot Migration) 1. Discovery & Strategy
Contains: Part 1
| Task | Est | Description |
|---|---|---|
| 1. Conduct Stakeholder Alignment Workshop | 4h | Align all stakeholders (Sales, Marketing, RevOps, CS, IT) on migration goals, success criteria, and timeline expectations. End state: Documented migration charter with signed-off objectives and RACI matrix. • Schedule kickoff with VP Sales, VP Marketing, RevOps Lead, CS Lead, and IT representative • Document each team's must-have requirements and pain points with current Salesforce setup • Define unified migration objectives (cost reduction, adoption improvement, marketing-sales alignment) • Establish success metrics for each department (e.g., adoption rate, data accuracy, reporting capability) • Create RACI matrix for migration decisions and approvals • Set realistic timeline expectations (typically 2-4 months for full migration) |
| 2. Audit Current Salesforce Environment | 8h | Document the complete Salesforce configuration including objects, fields, workflows, integrations, and customizations. End state: Comprehensive Salesforce audit document with all elements requiring migration or transformation. • Export Salesforce object model including standard and custom objects • Document all custom fields with data types, picklist values, and field dependencies • Map all active workflows, process builder flows, and automation rules • Inventory all third-party integrations (Outreach, Salesloft, ZoomInfo, etc.) • List all reports and dashboards currently in use by each department • Identify custom code (Apex triggers, Lightning components) requiring HubSpot alternatives • Document user roles, profiles, and permission sets |
| 3. Define Migration Scope and Approach | 6h | Determine what data and processes will migrate vs. be retired, and select migration methodology (phased vs. big bang). End state: Approved migration scope document with clear in/out boundaries. • Analyze data volumes (contacts, companies, deals, activities) to determine migration complexity • Decide between phased migration (department by department) or big bang (all at once) • Identify Salesforce processes to retire vs. recreate (opportunity to simplify, not just replicate) • Determine historical data cutoff (e.g., last 3 years of closed deals, all open opportunities) • Document custom objects that need HubSpot custom object equivalents • Create risk assessment for each migration phase • Get executive sign-off on migration scope and timeline |
Task List: (SF-HubSpot Migration) 2. Data Assessment & Cleanup
Contains: Part 2
| Task | Est | Description |
|---|---|---|
| 4. Analyze Data Quality in Salesforce | 8h | Assess current data quality to identify cleanup requirements before migration. End state: Data quality report with specific issues quantified and prioritization for cleanup. • Run duplicate detection reports on Contacts, Leads, and Accounts • Analyze field completion rates for critical fields (email, phone, industry, etc.) • Identify records with missing owners or invalid owner references • Check for inconsistent formatting (state/province names, country codes, phone formats) • Quantify stale data (contacts with no activity in 2+ years, closed-lost opportunities) • Assess email validity using bounce history and engagement data • Document data quality score and cleanup effort estimate |
| 5. Execute Data Cleanup in Salesforce | 20h | Clean and standardize data in Salesforce before migration to avoid importing garbage. End state: Clean dataset ready for migration with documented cleanup actions taken. • Merge duplicate records using Salesforce deduplication tools or third-party (Cloudingo, RingLead) • Standardize picklist values and ensure consistent formatting • Archive or delete records outside migration scope (old closed-lost, churned accounts) • Fix missing record owners and reassign orphaned records • Validate and standardize email addresses (remove known bounces, fix formatting) • Clean up inconsistent naming conventions (company names, contact titles) • Document all cleanup actions for audit trail |
| 6. Create Data Migration Mapping Document | 10h | Map every Salesforce field and object to its HubSpot equivalent or transformation logic. End state: Complete field mapping spreadsheet approved by stakeholders. • Create mapping spreadsheet with columns: SF Object, SF Field, SF Type, HubSpot Object, HubSpot Property, HubSpot Type, Transformation Notes • Map standard objects (Account→Company, Contact→Contact, Opportunity→Deal, Lead→Contact) • Map custom Salesforce objects to HubSpot custom objects or alternative structures • Identify property type mismatches (picklist→dropdown, formula→calculated property) • Document fields that will be deprecated vs. migrated • Map record type variations to HubSpot pipelines or property segmentation • Get sign-off from each department on their critical field mappings |
Milestone 2: Salesforce to HubSpot CRM Migration - 2. Environment Setup & Data Migration
Tag: sf-hubspot-migration
Description: HubSpot configuration, custom properties and objects setup, deal pipelines, and full data migration execution
Hours: 71h
Task List: (SF-HubSpot Migration) 3. Environment Setup
Contains: Part 3
| Task | Est | Description |
|---|---|---|
| 7. Configure HubSpot Account Structure | 8h | Set up HubSpot account with proper structure, users, and base configuration. End state: HubSpot account ready to receive migrated data with users provisioned. • Provision HubSpot Enterprise licenses (Sales Hub, Marketing Hub, Service Hub as needed) • Create user accounts with appropriate permission sets matching Salesforce roles • Set up teams structure mirroring sales territories/regions • Configure company settings (fiscal year, currency, timezone) • Set up connected email domains and tracking settings • Configure default properties and mandatory fields • Establish naming conventions for properties, pipelines, and workflows |
| 8. Create Custom Properties and Objects | 12h | Build all custom properties and custom objects in HubSpot based on field mapping document. End state: All custom data structure created and validated before data import. • Create custom properties for Contacts matching Salesforce custom fields • Create custom properties for Companies matching Salesforce Account fields • Create custom properties for Deals matching Salesforce Opportunity fields • Build custom objects in HubSpot for any Salesforce custom objects being migrated • Configure property groups for logical organization • Set up calculated properties for formulas that existed in Salesforce • Validate property types match mapping document exactly |
| 9. Configure Deal Pipelines and Stages | 8h | Recreate Salesforce opportunity record types and sales processes as HubSpot deal pipelines. End state: All deal pipelines configured with stages, probabilities, and required properties. • Map each Salesforce record type/sales process to a HubSpot pipeline • Configure stages with matching names and probability percentages • Set required properties for each stage (matching Salesforce page layouts) • Configure stage automation rules (required fields, property updates) • Set up pipeline-specific dashboards for sales leadership • Document any stage consolidation or simplification from Salesforce setup |
Task List: (SF-HubSpot Migration) 4. Data Migration Execution
Contains: Part 4
| Task | Est | Description |
|---|---|---|
| 10. Execute Test Migration | 8h | Run test migration with subset of data to validate mapping and identify issues. End state: Test data in HubSpot with validation report documenting any errors or mapping corrections needed. • Select representative sample (1,000-5,000 records per object) • Use HubSpot import tool or migration service for test import • Validate field mapping accuracy on imported records • Check association integrity (contacts→companies, deals→contacts) • Test calculated properties and property dependencies • Document all mapping errors and required corrections • Clear test data from HubSpot after validation |
| 11. Migrate Core Objects (Companies, Contacts) | 12h | Execute production migration of company and contact records with all historical data. End state: All companies and contacts migrated with proper associations and data integrity verified. • Prepare final export from Salesforce with all mapped fields • Run deduplication check on export file before import • Import Companies first (Salesforce Accounts) • Import Contacts with company associations • Verify contact-to-company associations are correct • Spot-check 50-100 records for data accuracy • Run data quality report comparing Salesforce to HubSpot counts |
| 12. Migrate Deals and Activities | 12h | Migrate opportunity/deal records and historical activity data. End state: All deals migrated to correct pipelines with activity history preserved. • Export Salesforce Opportunities with all custom fields and stage history • Map opportunities to correct HubSpot pipelines based on record type • Import deals with contact and company associations • Migrate historical activities (emails, calls, meetings, tasks) • Import notes and attachments to appropriate records • Verify deal amounts, close dates, and stage accuracy • Validate activity timeline displays correctly on records |
| 13. Migrate Custom Objects and Remaining Data | 11h | Complete migration of any custom objects and supplementary data. End state: All scoped data migrated with final reconciliation complete. • Import custom object records with proper associations • Migrate any remaining standard objects (Products, Quotes if applicable) • Import list memberships and segmentation data • Migrate campaign membership and attribution data • Run final record count reconciliation (SF vs HubSpot) • Document any records that failed to migrate with root cause • Get stakeholder sign-off on data migration completeness |
Milestone 3: Salesforce to HubSpot CRM Migration - 3. Workflows & Reporting
Tag: sf-hubspot-migration
Description: Rebuild all Salesforce automations in HubSpot, reestablish integrations, and recreate reports and dashboards
Hours: 56h
Task List: (SF-HubSpot Migration) 5. Workflow & Automation Rebuild
Contains: Part 5
| Task | Est | Description |
|---|---|---|
| 14. Map and Prioritize Workflow Rebuild | 6h | Document all Salesforce workflows/automations and prioritize which to recreate in HubSpot. End state: Prioritized list of workflows to rebuild with HubSpot implementation approach for each. • Export list of all active Salesforce workflows, process builder flows, and flow automations • Categorize by function: lead routing, deal updates, notifications, field updates • Identify workflows that can be simplified or retired in HubSpot • Map Salesforce automation capabilities to HubSpot equivalents • Prioritize rebuilds: P1 (critical for operations), P2 (important), P3 (nice-to-have) • Identify any workflows requiring HubSpot Operations Hub for complex logic |
| 15. Rebuild Lead and Contact Workflows | 12h | Recreate lead/contact automation including routing, lifecycle management, and notifications. End state: All critical lead/contact workflows operational in HubSpot. • Build lead routing workflows (round-robin, territory-based, or criteria-based assignment) • Create lifecycle stage automation workflows • Set up lead scoring if previously configured in Salesforce • Build notification workflows for new leads, lead status changes • Create contact enrichment workflows (integration with ZoomInfo, Clearbit if used) • Configure duplicate management and merge rules • Test each workflow with sample records |
| 16. Rebuild Deal and Pipeline Workflows | 10h | Recreate opportunity/deal automation including stage updates, notifications, and forecasting support. End state: All deal workflows operational supporting sales process. • Build deal stage automation (required fields, automatic property updates) • Create notification workflows for deal stage changes, at-risk deals • Set up deal rotation or assignment rules if applicable • Configure forecasting category automation • Build closed-won/closed-lost post-processing workflows • Create renewal or expansion opportunity workflows if applicable • Integrate with CPQ or quoting tools if in scope |
| 17. Rebuild Integration Workflows | 10h | Reestablish integrations with third-party tools that were connected to Salesforce. End state: All critical integrations operational with HubSpot. • Inventory all third-party integrations from Salesforce audit • Configure native HubSpot integrations where available (Outreach, Salesloft, Gong, etc.) • Set up custom integrations via HubSpot API or Operations Hub • Rebuild any Zapier/Workato/Tray automations for HubSpot • Test bidirectional sync with connected tools • Document integration settings and data flow direction • Establish monitoring for integration health |
Task List: (SF-HubSpot Migration) 6. Reporting & Dashboards
Contains: Part 6
| Task | Est | Description |
|---|---|---|
| 18. Recreate Core Reports | 10h | Rebuild critical Salesforce reports in HubSpot's reporting engine. End state: All P1 reports recreated and validated against Salesforce baseline. • Export list of all Salesforce reports with usage frequency • Identify most-used reports by each department • Rebuild pipeline and deal reports (by stage, by rep, by period) • Recreate activity reports (calls, emails, meetings per rep) • Build contact/lead reports (new leads, conversion rates) • Configure report filters to match Salesforce report criteria • Validate report numbers against Salesforce baseline data |
| 19. Build Departmental Dashboards | 8h | Create role-specific dashboards for Sales, Marketing, and RevOps leadership. End state: Live dashboards delivering same visibility as Salesforce. • Build Sales leadership dashboard (pipeline, forecast, rep performance) • Build Marketing dashboard (lead flow, MQL conversion, campaign performance) • Build RevOps dashboard (data health, process metrics, cross-funnel view) • Build individual rep dashboard (their pipeline, activities, quota attainment) • Configure dashboard permissions and sharing settings • Schedule automated report delivery via email where needed • Get sign-off from dashboard consumers on completeness |
Milestone 4: Salesforce to HubSpot CRM Migration - 4. Training & Cutover
Tag: sf-hubspot-migration
Description: User training and enablement, hypercare support, final cutover execution, and Salesforce decommission
Hours: 42h
Task List: (SF-HubSpot Migration) 7. User Training & Enablement
Contains: Part 7
| Task | Est | Description |
|---|---|---|
| 20. Develop Training Materials | 8h | Create HubSpot training materials tailored to each role's workflow. End state: Complete training curriculum with role-specific guides and videos. • Create sales rep quickstart guide (navigation, record management, activities) • Create sales manager guide (pipeline management, reporting, coaching views) • Create marketing user guide (contact management, list building, campaign tracking) • Create RevOps admin guide (property management, workflow editing, integration settings) • Record short video walkthroughs for common tasks • Document key differences from Salesforce for change management • Create FAQ document addressing common Salesforce→HubSpot questions |
| 21. Conduct Role-Based Training Sessions | 6h | Deliver live training to all user groups with hands-on practice. End state: All users trained and comfortable with basic HubSpot operations. • Schedule training sessions by role (sales reps, managers, marketing, CS) • Conduct 60-90 minute live training for each group • Include hands-on exercises using their actual migrated data • Address questions and concerns specific to each role's workflow • Record sessions for future reference and new hire onboarding • Distribute quickstart guides and reference materials post-training • Establish HubSpot champions in each department for peer support |
| 22. Execute Hypercare Support Period | 8h | Provide intensive support during first 2-4 weeks post-go-live to drive adoption. End state: Users self-sufficient with HubSpot, adoption metrics meeting targets. • Set up dedicated Slack channel or Teams channel for HubSpot questions • Schedule daily office hours during first week post-go-live • Monitor adoption metrics (login frequency, record updates, activity logging) • Track and resolve user-reported issues within 24 hours • Identify and address workflow friction points quickly • Celebrate wins and share success stories to build momentum • Transition to standard support model after hypercare period |
Task List: (SF-HubSpot Migration) 8. Cutover & Decommission
Contains: Part 8
| Task | Est | Description |
|---|---|---|
| 23. Execute Final Cutover | 8h | Complete final data sync and officially transition all users to HubSpot. End state: HubSpot is system of record, Salesforce access restricted. • Freeze new data entry in Salesforce 24-48 hours before cutover • Run final delta migration for records created/updated since last import • Verify final record counts and data integrity • Update all integration endpoints from Salesforce to HubSpot • Send company-wide communication announcing official cutover • Restrict Salesforce to read-only access (don't delete yet) • Monitor HubSpot closely for first 48 hours post-cutover |
| 24. Validate Go-Live Success | 4h | Confirm all critical processes are operational and users are successfully working in HubSpot. End state: Go-live success criteria met, no critical blockers. • Verify all workflows are triggering correctly • Confirm integrations are syncing bidirectionally • Check that reports and dashboards are populating correctly • Validate lead routing is working for new inbound leads • Ensure deal updates and stage changes are processing • Get verbal confirmation from key stakeholders that team is operational • Document any issues requiring post-go-live remediation |
| 25. Decommission Salesforce | 8h | Archive Salesforce data and terminate licenses after stability period. End state: Salesforce fully decommissioned with data archived per retention policy. • Maintain Salesforce read-only access for 30-90 days as safety net • Export final backup of all Salesforce data for compliance/archive • Document any Salesforce data not migrated (for reference) • Submit license termination request to Salesforce • Update any documentation or links referencing Salesforce • Archive Salesforce credentials and admin documentation • Close out migration project and conduct retrospective |
Summary
- Total Milestones: 4 (56h + 71h + 56h + 42h)
- Total Task Lists: 8 (consolidated from 8 Parts)
- Total Tasks: 25 (one per Step)
- Total Hours: 225h
- Generated from: playbook_salesforce-to-hubspot-crm-migration.md
- Generated on: 2025-12-31