switching software/crm

Pipedrive to HubSpot: Sales Team Migration Checklist

From pipelines to sequences: a detailed checklist for switching Pipedrive to HubSpot without losing visibility.

Migration Checklist: Pipedrive to HubSpot

Risk Level: Medium | Timeline: 4–6 Weeks | Team Size: 3–5 Personnel

This checklist ensures a structured transition for UK-based SMEs, focusing on data integrity, operational continuity, and GDPR compliance.

Phase 1: Pre-Migration Planning (Week 1–3)

Assessment & Strategy

  • Appoint a Migration Lead and a Data Protection Officer (DPO) lead.
  • Audit current Pipedrive custom fields and identify those redundant for HubSpot.
  • Define the "Golden Record" criteria for contact deduplication.
  • Establish a "freeze date" for new Pipedrive configurations.
  • Map Pipedrive Pipeline stages to HubSpot Deal Pipelines.
  • Document all current Pipedrive automation (workflows) for recreation.
  • Review HubSpot Tier features to ensure parity with Pipedrive functionality.
  • Create a communication plan for end-users regarding the transition timeline.

Data Mapping & Preparation

  • Export all Pipedrive data (Deals, Contacts, Organisations, Activities, Emails).
  • Cleanse Pipedrive database (remove inactive leads, fix formatting errors).
  • Map Pipedrive "Person" fields to HubSpot "Contact" properties.
  • Map Pipedrive "Organisation" fields to HubSpot "Company" properties.
  • Standardise phone number formats to E.164 international standard.
  • Normalise country codes to ISO 3166-1 alpha-2 for HubSpot compatibility.
  • Create custom properties in HubSpot to accommodate non-standard Pipedrive data.

Golden Copy Backup

  • Perform a full CSV export of all Pipedrive modules.
  • Store the backup in an encrypted, UK-based cloud storage location.
  • Verify backup file integrity by performing a sample import check.
  • Document the location and access permissions for the Golden Copy.

Integration Audit

  • List all third-party tools connected to Pipedrive (e.g., Zapier, Calendly, Xero).
  • Identify HubSpot-native equivalents or marketplace apps for all integrations.
  • Test API key regeneration procedures for new integrations.
  • Audit existing email templates to be migrated to HubSpot.
  • Review current web-to-lead forms; prepare HubSpot form embed codes.

Phase 2: Migration Execution

Pre-Cutover

  • Finalise HubSpot portal configuration (users, roles, permissions).
  • Set up email domain authentication (DKIM, SPF, DMARC) in HubSpot.
  • Disable Pipedrive automation workflows to prevent data interference.
  • Notify the team of the upcoming system "Read-Only" mode.
  • Conduct a final "Dry Run" migration with a subset of data (100 records).
  • Validate dry-run results against the source data.

Cutover Day

  • Switch Pipedrive account to "Read-Only" mode.
  • Execute primary data import (Companies first, then Contacts, then Deals).
  • Trigger association mapping for Contacts to Companies.
  • Import all historical activity logs (Notes, Calls, Meetings).
  • Reconnect essential third-party integrations (e.g., Outlook/Gmail sync).
  • Update website form endpoints to point to HubSpot.
  • Configure HubSpot email signature settings for all users.
  • Deploy custom HubSpot workflows to mimic Pipedrive processes.

Verification

  • Perform a record count comparison between Pipedrive and HubSpot.
  • Verify that deal values and currency settings are accurate.
  • Spot-check 20% of records for mapping accuracy.
  • Test the functionality of the new web-to-lead forms.
  • Validate that all automated email triggers are firing correctly.
  • Confirm user login access and permission levels are correct.

Phase 3: Post-Migration Optimization

Stabilization

  • Conduct a 24-hour "Hypercare" support period for staff.
  • Monitor HubSpot "Task Queue" for any failed imports or sync errors.
  • Review activity logs to ensure all historical data is accessible.
  • Provide "How-to" guides for common Pipedrive-to-HubSpot workflow changes.
  • Collect user feedback on interface usability and pain points.

Cleanup

  • Archive the Pipedrive instance after the 30-day retention period.
  • Delete test records created during the migration phase.
  • Remove redundant custom properties created during the setup.
  • Conduct a final review of user permissions to ensure "Least Privilege" access.
  • Securely destroy the local "Golden Copy" backup after 90 days.

Retrospective

  • Hold a team meeting to discuss migration blockers.
  • Document lessons learned for future tool updates.
  • Update internal SOPs (Standard Operating Procedures) to reflect new workflows.

UK GDPR Compliance Checklist

  • Ensure HubSpot data processing agreement (DPA) is signed.
  • Configure HubSpot to store data in the EU Data Centre.
  • Update Privacy Policy to include HubSpot as a data processor.
  • Audit existing marketing consent (ensure legal basis for processing).
  • Map "Right to be Forgotten" workflows within HubSpot.
  • Configure HubSpot properties for GDPR-compliant opt-in status.
  • Audit user access logs to ensure GDPR-compliant data handling.
  • Ensure all historical data imports respect previous unsubscribe flags.

Troubleshooting Common Issues

  • Data Mismatch: Use Excel VLOOKUP to identify row-level discrepancies between CSV exports.
  • Association Errors: Ensure the "Record ID" from Pipedrive is mapped to the "Associated ID" in HubSpot.
  • Character Encoding: Re-save CSV files in "UTF-8" format to resolve accent/symbol display issues.
  • Workflow Loops: Disable all automated emails before importing large lists to prevent spamming.
  • Integration Sync: Re-authenticate OAuth tokens if third-party tools fail to push data.

Downloadable Resources List

  • Pre-Migration Data Mapping Spreadsheet Template.
  • HubSpot User Access & Permissions Matrix.
  • GDPR Data Processing Inventory Template.
  • Pipedrive-to-HubSpot Feature Comparison Guide.
  • Post-Migration End-User Training Deck.
  • Migration Project Status Tracker (Gantt/Kanban).