How to migrate from HubSpot to Dynamics 365 Sales
To migrate a client from HubSpot to Dynamics 365 Sales with superglue's AI agent, connect the client's HubSpot account through a private app, and give superglue access to the client's Dynamics 365 Sales account. superglue assesses the data in minutes, plans every phase, recommends an answer to each decision, and runs a trial load that reconciles every record before cutover. You review, decide and sign off with the client.
What are the steps to migrate from HubSpot to Dynamics 365 Sales?
Migrating from HubSpot to Dynamics 365 Sales takes six steps: connect both systems, assess the data, plan every phase, decide the mapping, run a trial load and cut over. Each load repeats exactly what you tested, and every write waits for your approval.
- 01
Connect HubSpot and Dynamics 365 Sales
A HubSpot super admin creates a private app for superglue with read access. superglue reads the account through the HubSpot API and writes nothing. The client then gives superglue access to Dynamics 365 Sales.
- 02
Assess the HubSpot data
In minutes, superglue counts every record, finds the open items and lists the data issues with examples. You know the size of the migration before you quote it.
- 03
Plan every phase
superglue drafts the plan from discovery to cutover, with tasks, owners and the HubSpot specifics already in it.
- 04
Decide the mapping
superglue brings each decision below with a recommendation from the client's own data. You confirm or change each answer, and the client signs the mapping.
- 05
Run the trial load
superglue loads a Dynamics 365 Sales sandbox environment and compares it with HubSpot: the record count per object, the open pipeline per stage and owner, and the source ID on every record. superglue explains every difference before cutover.
- 06
Cut over
At cutover, superglue loads the final data with the same steps as the trial load, and you sign the reconciliation with the client.
How do you get the data out of HubSpot?
- The private app needs read scopes for contacts, companies, deals, products and owners, and the sales-email-read scope for the content of logged emails.
- Marketing emails appear on each contact's timeline as send events, so only their statistics move to the contact.
- Email history is often the largest part of the data, so decide early how much of it moves.
What needs to be configured in Dynamics 365 Sales?
The client signs in to Dynamics 365 Sales with superglue's Microsoft app. superglue configures Dynamics 365 Sales and loads the data through that access, in a Dynamics 365 Sales sandbox environment first, in this order:
- 01
Currencies, business units, teams and security roles.
- 02
Custom tables and columns, option values and business process flows, kept in a solution.
- 03
The product catalog: unit groups, products and price lists.
- 04
Users and owners, then accounts, contacts and leads.
- 05
Opportunities and activities, with opportunities closed last.
What moves from HubSpot to Dynamics 365 Sales?
| In HubSpot | In Dynamics 365 Sales |
|---|---|
| Companies | Accounts |
| Contacts | Contacts |
| Contacts in early lifecycle stages | Leads |
| Deals and pipelines | Opportunities |
| Products and line items | Products, price lists and unit groups |
| Owners and teams | Users, teams and business units |
Open records
Open deals with their stage, amount and line items, and open tasks.
Open opportunities load with their stage, estimated revenue and close date, and every open activity keeps its owner and due date.
History
Closed deals, and the notes, emails, calls and meetings on each timeline.
History loads with its original created dates, and each record keeps its source ID.
Which decisions do you make when you migrate from HubSpot to Dynamics 365 Sales?
- 01
Where do HubSpot deal pipelines go?
Dynamics 365 Sales models the stages of an opportunity in a business process flow.
superglue proposes one business process flow for each pipeline with its own stages, and one shared flow for pipelines that differ only by name.
- 02
Which HubSpot contacts become leads?
HubSpot keeps every person as a contact and shows progress in the lifecycle stage, and some accounts also track qualification in the Leads object. Dynamics 365 Sales keeps unqualified people as leads.
superglue moves subscribers, leads and marketing qualified leads as leads, and everyone from sales qualified onward as contacts.
- 03
Which business units and security roles does the client need?
Business units, teams and security roles decide who sees which records in Dynamics 365 Sales. Every owner must map to a user or team that fits that model.
superglue proposes business units and teams from how records are owned in HubSpot today.
- 04
How much activity history moves?
Activities and emails are often the largest part of the data, and old ones are rarely opened in Dynamics 365 Sales.
superglue recommends every account, contact and open opportunity, closed opportunities from the last three years, and the activities of active records.
What are the common challenges when you migrate from HubSpot to Dynamics 365 Sales?
A contact can belong to several companies
HubSpot lets one contact be associated with many companies. superglue keeps the primary company as the parent account and the other companies as connections.
Lifecycle stage mixes lead and customer status
HubSpot keeps every person as a contact and shows progress in the lifecycle stage, and Sales Hub Professional and Enterprise accounts can also track qualification in a separate Leads object. superglue reads the lifecycle stage, the lead status and any lead records, and decides per contact whether it arrives as a lead or a contact.
Logged emails make up most of the data
With the default logging rule, HubSpot adds every email to and from known contacts to their timelines, so emails often outnumber all other records together. superglue counts them per record, so you decide how much email history moves.
Agree who takes over the records of people who left
A migration surfaces every account and opportunity owned by someone who left. Agree the new owners with sales leadership before the load, or those records sit unworked. superglue lists them per owner.
Keep the original created dates
Without extra work, every migrated record shows the load date as its created date, and reports on pipeline age and lead response break. superglue keeps the original dates.
Sign off the unit groups before products load
The unit group of a product cannot change once the product exists, so a wrong unit group means deleting and recreating the product. Get the unit groups signed before any product loads.
superglue also runs the rest of the Dynamics 365 Sales project. See the Dynamics 365 Sales implementation
Frequently asked questions
Which data moves from HubSpot to Dynamics 365 Sales?
Accounts, contacts, leads, opportunities and products, the open items, and as much history as the client needs. The mapping table on this page shows where each record lands in Dynamics 365 Sales.
Does superglue write to Dynamics 365 Sales without my approval?
No. superglue only reads HubSpot. Before any write to Dynamics 365 Sales, it shows the target, the connection and a transformed sample, and waits for your approval.
How do I know the migration is complete?
superglue reconciles the trial load and the final load against HubSpot: the record count per object, the open pipeline per stage and owner, and the source ID on every record. You get a reconciliation report to sign with the client.
What happens when I start this migration?
You sign up and connect the client's systems. If you want to see a full migration run first, superglue can set up Pinecrest Supply, a sample client.
Start your HubSpot to Dynamics 365 Sales migration
Sign up and connect the client's systems, or let superglue set up Pinecrest Supply, a sample client, to see a full migration run first.