How-To Guide: Migrate from Highrise to HubSpot CRM with Ease

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How-To Guide: Migrate from Highrise to HubSpot CRM with Ease
by Marketing

How-To Guide: Migrate from Highrise to HubSpot CRM with Ease


In August of 2018, Highrise CRM announced they would no longer be accepting new signups. Given Highrise’s statement, migration from Highrise to HubSpot CRM has been the talk of the town!


Not only does HubSpot have room for signups it also continues to advance and provide users with the easy-to-use, free CRM system. 


Why would you want to migrate from Highrise to HubSpot?


hubspot logo

First, let’s start with why you would be moving from Highrise to HubSpot. There are some reasons why a company would choose to switch from a CRM like Highrise to HubSpot. Check out some of its features below:


  • Offers a 360-degree view of the clients’ data – pulling from the customer profile, the dashboard shows the vital details and organized timeline of your interactions and deals with prospects
  • Capable of linking with tools you’ve used to keep track of information and to eliminate the additional tasks of logging interactions into CRM
  • Receives and secures important data from social media profiles to help fully understand customers’ demands
  • Includes 23 integration choices with the ability to smoothly cooperate with the HubSpot Marketing Platform and Sidekick Chrome extension
  • HubSpot CRM is free forever with an opportunity to store as many as 1,000,000 contacts, companies, deals, and tasks.


To put it simply, HubSpot is a much better fit for smaller teams that don’t need to over complicate their CRM — and for companies that need to make sure it is easy enough for multiple teams to use it.  


This checklist will help you get your teams off of Highrise and into HubSpot as smoothly as possible.


Highrise to HubSpot migration checklist


When you are ready to start the transition, the items below can help make sure it is a straightforward process.


1. Identify the internal person or team responsible for the migration from Highrise to HubSpot


Like many large internal projects, the migration needs to be owned by someone. Before you make the move, identifying this will help the team remain structured. 


This entity will be accountable for ensuring that all the other things on this list are completed. To make this change effective for both the marketing and sales teams, they will delegate tasks to the team and determine which resources are necessary.


On top of all that, in order to align the marketing and sales teams, this individual should also be responsible for preparing the education that is required for this project. 


But it doesn’t mean that everything your company has to do on its own. Trujay Self-Service Migration Tool provides users with an opportunity to migrate CRM data across various CRM platforms. The service is cost-efficient and does not require any technical skills or industry knowledge. Its primary goal is to make sure data is available at all times to increase the productivity and effectiveness of your employees. 


The advantage of the service is a free sample migration and the ability to perform the entire migration on your own if you so choose. Trujay’s tech team will ensure a smooth CRM migration and meet your business’s needs. More about its services later. 


2. Plan out timeline before you jump in


To migrate CRMs, be prepared for the time investment. It can take up to three months to get the HubSpot CRM set up with all your data and processes in place, from my experience. 


In order to educate themselves on the HubSpot CRM, you will also need to plan for the time that the team will need. HubSpot Academy provides free courses for those who are new to the HubSpot community to help train the team. These, however, need time.


According to HubSpot, obtaining the “CRM certification for marketers” and “sales software” certification can take at least two hours, and there are many additional certifications and trainings that can take even longer. 


The Trujay team can do everything for you if you request Custom migration. First of all – building your report with a qualitative timeline. It will look like this: 



You can see your dataset in a simplified way. For example, used objects, a number of custom fields, and records per object.


Hours billed

The estimation of the timeline and pricing for running the full migration will also be delivered in the report.



Review what you need to transfer and what you don’t need to migrate. In this way, we can simplify the scope. 



Let us know if you have other requirements such as filtering, merging, or cleansing any data.  Then we can modify the scope in terms of your timeline.


3. Get organizational buy-in


As you might have been able to hear, if you want it to be successful, this phase will involve a lot of people from your marketing and sales departments. You should arrange a meeting with the different teams that will use HubSpot to go about getting the necessary buy-in.


In order to be on the same page, it all begins with having everyone in the same room to discuss the strategy. You would also want to ensure that leadership from all teams that will be participating is there. It would be much easier to get the rest of the team on board if they are bought in. 


In order for them to engage in this migration, plan the pitch to get buy-in from both teams. The main way we have seen this work is to specifically showcase the value that the HubSpot CRM can add to each team as it helps them in their tasks.


For instance, demonstrating how HubSpot CRM can be used for the sales team as a way to coordinate notes of their sales calls, build tasks for themselves and others, and track other prospecting activities.



4. Identify your training plan


When all stakeholders are united with how it can be used within the organisation, a CRM works best. That means sales, marketing, service to customers, and everyone else. 


As most team members will be new to HubSpot when you move, the best way to train them will need to be established. There may also be explanations why the sales team may choose to train differently than the marketing team, as each team may concentrate on how HubSpot actually applies to them.


In delivering tutorials and certifications for almost every aspect of the CRM and every team that could be involved, HubSpot does an excellent job. This is all located in HubSpot Academy. HubSpot also has many instructive articles that can answer your questions. 


You also have the option of working with a HubSpot trainer who can help educate your team for their specific needs and goals.


5. Clean your data before importing from Highrise to HubSpot


Make it a point to clean as much as possible of your data in Highrise before you even put it into HubSpot. Think of it as a new house to move to. You don’t want to add dirty furniture to your new living room, so first, make sure you clean it thoroughly. You want to ensure that everything you carry is useful and in the best order of service.


You also want to make sure if you are going to have HubSpot’s GDPR settings turned on so you are not bringing contacts into HubSpot that haven’t specifically given you permission to have their data or communicate with them.


6. Create a list of data points you will need to create in HubSpot


There will be data fields in Highrise on a similar note, which you will not have in HubSpot. HubSpot data can only exist in the default platform fields (or properties, as HubSpot calls them). Because of this, the missing fields would need to be found so that you are prepared to build custom HubSpot properties before you migrate.


This will also help you define what type of property field type each will be when you build those properties (drop down select, check boxes, multi line text, etc.). By limiting data choices or standardizing the format, this helps you to monitor the data coming into your CRM.


7. List which HubSpot tools are replacing the tools you use in Highrise


If your team relies on a Highrise tool or feature to make their job easier, you’ll want to find the HubSpot equivalent. The goal is not to migrate and then be lost because you do not know which tool you are using in Highrise as an alternative to the one you were using. 


For your staff, you also want the move to be as seamless as possible, so make a list. This could include things like replacing the live chat app your team uses, or even something as small as how your team schedules meetings with prospects or customers. 


8. Find tools that might integrate well


HubSpot is likely to be better for your team in several ways, but straight out of the box, it does not have everything you need. 


The advantage of HubSpot is that there is typically an integration that can accomplish what you need if there is something that HubSpot does not do.You can check HubSpot integrations in the HubSpot App Marketplace.


Plan out what other features you may like and learn how each can be incorporated into the HubSpot CRM.


IntegrateHQ was built to connect any data or system to HubSpot directly, something no other company has ever done before. Being the first specific HubSpot middleware, we have expert-level experience and in-depth knowledge behind our HubSpot integration projects.


We’ve built IntegrateHQ to fit every kind of user. Whether you have little knowledge or an in-depth understanding, our middleware adapts to all levels of technical experience.


Our integration background runs deep, as we’ve worked with Dell Boomi, Workato, and Bedrock Data. We have the well-rounded skills and expertise to execute any integration project to the highest degree. Discover more.


9. Identify whether this will be an internal job or if your team will be working with a partner


Finally, you need to determine if you’re going to carry it on. Is this going to be entirely internal, or are you going to collaborate with a partner?There are many companies out there that can help with onboarding and migrations.


If you have the budget to do this, you would need to identify, and if so, what kind of organization or partner will be ideally suited to you. 


For starters, when onboarding, setting up emails, workflows, campaigns, and more, there are several typical HubSpot agencies that can assist with implementation work.


It’s time to migrate from Highrise to HubSpot


It’s time to hop in if you are prepared to tackle all of the above, and have your strategy ready. It’s not an easy job to move from one CRM to another, but you don’t have to go by yourself.  Luckily, this isn’t a new topic, and to assist with your transition, there are many tools and partners.


If you are looking for an agency to help educate your team on how to best migrate to HubSpot’s CRM, make sure to check out Trujay migration services.


Trujay Services


Trujay specializes in the migration and integration of different CRM systems. Our company meets all your business requirements and various budget limitations. Trujay can automate the process for more than 30 CRM platforms.


Whether you’ve done a data migration, or this is your first time, we want to lay out the milestones and processes you can expect moving forward. We want to take this time to point out that you really have three options when doing a data migration. 


Self-Service Migration


Trujay’s Self-Service tool is an automated migration that migrates customer data for you, so you don’t have to lift a finger. We bridge the gap between almost all CRM data migrations, including Highrise  and HubSpot.


Perform the data migration process on your own with Trujay’s Self-Service Wizard. The main features of this option are:


  • Free Sample Migration
  • Cost-conscious migration
  • Quick turnaround 
  • Objects and users matching
  • Automated migration process


To perform the Highrise to HubSpot migration, go through the following steps:



  1. Visit Trujay’s Self-Service Wizard to perform a free sample migration from to HubSpot. Choose HubSpot from the drop-down menu. Make sure you have an active account to authorize CRM. 

2. Confirm your email address to receive notification about the sample and the results file.

confirm your email sample migration

3. Choose objects you want to migrate from Highrise to HubSpot, perform users matching, and fields mapping on your own. All you have to do here is click the ‘Customize Mapping’ button. If everything looks right, click ‘Start Sample’.

map objects and fields

4. If you don’t want to modify anything in the fields mapping, click the “Start Sample” button to launch the sample migration right away.


Note. For new users, the data fields are automatically assigned using the most common logic.


5. When the Sample Migration to HubSpot is complete, you may evaluate the results. If you’re satisfied, start a full migration. The price of the full migration will depend on the number of records you want to migrate.

sample results file

In case something goes wrong and you want to set up mapping on your own or change migration options, click the “Change Fields Mapping” button. Choose data fields to migrate and check certain boxes to migrate your records.


You can re-run your free sample migration and change field mapping as many times as you need at no cost.


Read more about Wizard Migration troubleshooting in our FAQ section.


Guided Self-Service


In case you’ve reviewed our self-service tool, but you don’t want to use the self-service tool on your own, we have your back. 


Our Guided Migration Service allows you to simply pay for 5 hours of technical support. You’ll have a dedicated, personal account manager discuss your options, guide you through the mapping process, and/or do the entire Self-Service Migration for you. For more details on our Guided Service, visit our Guided Self-Service Migration and get in touch with our experts at Characteristics:


  • Cost-conscious 
  • 5 hours of expert support
  • Less time-consuming
  • Personal account manager
  • Automated migration process


Custom Migration


Trujay’s Custom Migration Service is a more personal and less DIY-type of approach. Our account managers will guide you through the entire process. 


Custom Migrations provide you with a personal account manager, migration setup, customization of migration, migration assistance, and the following features:


  • Higher cost 
  • Almost no limitations 
  • Very low involvement
  • Personal approach
  • Little to no time consumed
  • Pre/Post-migration validity
  • Automated migration process


You can find the difference between Self-Service Migration and Custom Migration here and more useful information in our blog.  


Custom migration offers these following packages.


This option is the most popular option companies move forward with. It’s not just because you don’ have the kind of time to do the work, but it’s mainly chosen because of data integrity. A company typically wants the migration executed by data experts and knows the ins and outs of the CRM solutions.



What do custom needs include?


We will itemize these options for you in a proper proposal. 


    • Email contact cleansing 
    • Deduplicating with automation 
    • Building out workflows 
    • Building custom reports 
    • Onboarding or consulting services




Note. Keep all the aspects of your data migration project under one roof. Trujay offers a well-developed plan, strategy, and all-around support when it comes to onboarding your data. We don’t just move your data to a new solution, we also consult you on it.


We take the time to thoroughly guide you through every feature of your new solution, time your CRM rep may not have. If you’re brand new, we are happy to provide as much detail as possible about your new CRM, as we have in-depth knowledge of over 20 platforms.

We work around your schedule and conduct onboarding when you have time for it. We offer three months of HubSpot support at a minimum of 4 hours per month. Discover More.


We’ll configure your CRM solution and its pipelines, custom fields, and stages. Many choose to also do the onboarding/training or data optimization, depending on the target CRM.


Proposal Confirmation


When you have confirmed the proposal and scope of work, we provide you with our MSA (Master Service Agreement). The project begins with an introductory call with your personal account manager, who will be assisting you throughout the whole process.


Milestones of migartion from Highrise to HubSpot



  • A kickoff call. You and your account manager will have a 30-minute video call and use screen-sharing to take a look at the entire project. 




  • Mapping session. Our tech engineers will cache your data, build your mapping interface, and delete or even merge fields.




  • Verifying data. Here, we take a subset of data from your database and transfer it into the target solution. This includes the mapping logic and any other custom requests. We will run as many tests as needed. We want to make sure we have it right before moving data in bulk.




  • Pushing data. If everything is correct, we’ll begin the full migration. On average, this process takes 1-5 days. 




  • Quality check. Our QA team checks whether all the data landed accurately. They check for errors against the mapping as well as the associations between all objects.




  • Delta migration. Your company can continue to work in the current CRM during the migration. When you and your team are ready to stop using the source solution, we comply with the delta migration.




Final Notes


If your CRM software isn’t keeping up the times, HubSpot CRM is a smart, easy, and FREE option.


Grant your business the gift of a modernized, recognized CRM system and make your switch to HubSpot today.


Keep your conversion open to moving fast or slow, depending on your business schedule. Migration expertise is a MUST because the consultation definitely wraps around our onboarding offer where strategy is necessary. Try out our Trujay’s onboarding service and keep all the aspects of your data migration project under one roof.


Curious to learn more? Contact a Trujay expert and we’ll be happy to answer any and all of your data migration questions.


Visit Trujay to explore different options and our second to none features.