Will original ownership, authorship and created dates be preserved?
Yes. Created-time metadata is carried across, and ownership and authorship are carried across where the original users are set up in Highlevel. Where Highlevel cannot store one of them natively, it is kept as embedded metadata on the migrated record.
If the new system can't natively support an old record type, what are my options?
We handle it case by case. While mapping your data, we identify every record type without a direct counterpart in Highlevel, review sample records from it and propose how it can be represented, based on what Highlevel supports: map it to the closest native object, create a custom field or object, fold it into the parent record as text or a note, attach it as a file, or keep it in a read-only archive. You choose the approach, we write the migration scripts to place the data there, so it comes across in the form you choose instead of being left behind, and you see how it looks in a sample migration before we run the full set.
If the same contact appears more than once in HubSpot, or several contacts share an email address or telephone number, will the migration create duplicates or merge them?
You decide, and we don't merge records on a guess about which one is correct. Your records come across as they exist in HubSpot, so duplicates that are already there can come across too, and if you want them merged, give us the matching rule you want and we apply it as a follow-up pass. The exception is a CRM that checks for duplicates through its API: it returns the existing contact instead of creating a new one, so records sharing an email address or telephone number would otherwise collapse into one contact. Where that applies, we tell you how many records are affected and let you choose. If you want a separate contact for each source record and Highlevel has a setting that allows duplicate contacts, your team switches it on while we migrate them, and we tell you when it is safe to switch it off again.
Will the migration set off automations or send emails or notifications to customers, our team or anyone else?
No. Before the sample or full migration starts, we confirm with you that nothing in Highlevel will send messages about the migrated data: we import with notifications switched off wherever Highlevel allows it, and either pause any automation that could send them for the migration window or give it a condition, such as a suppression tag, that skips migrated records, which lets your live automations keep running for new records. We only proceed once you have confirmed it. If you want anyone told about the move, that message is sent separately, once the migrated data has been checked.
Can you migrate data that Highlevel can't take in through an API?
In many cases, yes. Where something can't be written through an API, we recreate it through Highlevel's user interface where the interface allows it, and where that work is repetitive we script and automate it. We tell you up front which items are handled this way, because recreating them through the interface can add time to the schedule.
Can you migrate only the data added to HubSpot since our last migration?
Yes. We find the exact point in HubSpot where the earlier migration ended and move only the records added after it. Records that were already migrated are not brought across a second time.
What happens if Highlevel requires fields our HubSpot data doesn't have?
We check the destination for required fields your source data cannot fill and bring each one to you before those records are migrated. Together we agree how each one is handled, such as a mapping from an existing field, a default value, or, where Highlevel lets that field be made optional, setting it to not required for the migration so you can make it required again once the migration is complete. The migration then runs with that rule applied, so no records are rejected or left behind.
Will contacts that are already in Highlevel get duplicated?
They don't need to be. We can check each contact against the contacts already in Highlevel before creating it, so a contact the matching rule identifies as already there is matched to the incoming record instead of being created a second time. We agree the matching rule with you before the migration runs.
Can I choose how my HubSpot pipeline stages and statuses map into Highlevel?
Yes. You tell us where each stage, status and field should land in Highlevel, including moving records into a different pipeline or stage name than the one they have today. We build that mapping into the migration scripts, show it to you in a sample migration, and adjust it before the full run if anything needs to change.
Can I rename my HubSpot custom fields in Highlevel after the migration?
Yes. We agree with you beforehand where each custom field lands in Highlevel and what it is called. We map fields by their internal ID rather than their label, so renaming them in Highlevel after the migration doesn't affect your migrated data.
Can you map my HubSpot data into the custom fields I already use in Highlevel, so my workflows and automations keep working?
Yes. We map your HubSpot data straight into the fields you already have in Highlevel rather than creating duplicate fields or tags alongside them. Your workflows and automations keep reading the same fields they rely on today, and you review the mapping in a sample migration before the full run.
How will we tell migrated records apart from the ones already in Highlevel?
We can mark every migrated record in Highlevel, for example with a custom checkbox field such as "Migrated from HubSpot", so your team can tell migrated data apart from records created there. We agree the marker with you during scoping so it fits how your team uses Highlevel.
How do you handle custom objects, pipelines and record relationships when moving from HubSpot to Highlevel?
Custom objects, pipelines and the links between records are migrated as agreed during scoping, so deals stay attached to their companies and contacts and custom object records keep their associations. We map each object and pipeline to Highlevel's data model with you, agree how to represent anything without a direct equivalent, and run a sample migration so you can check the structure before the full move.
We use a lot of custom fields in HubSpot. Can you map them to Highlevel?
Where Highlevel has a place for them, yes. Each migration is a custom script written for your project, so your custom fields and structure are mapped to Highlevel's model rather than forced through an import template. Where field types differ, such as a value stored as text in HubSpot that Highlevel needs as a number, the script converts it. We agree the mapping with you and prove it on a sample migration before the full run.
How will my records carry over if Highlevel organizes leads, contacts and accounts differently from HubSpot?
We map your records to the way Highlevel structures them, so each type of record lands where Highlevel expects it instead of being copied field for field. Before we build anything, we send you a migration checklist showing what moves and where each item lands, for you to review. Most data moves through the platforms' APIs; where an API cannot write something, we fall back to CSV import or manual entry.
Can you migrate the email history on our mail server, such as Microsoft Exchange, along with our HubSpot records?
Yes, on a best-effort basis where HubSpot has no clean way to export it. For team members who are still with you, Highlevel may be able to sync their mail itself once each person's email account is connected; for people who have left, we bring their messages in as notes on the right records, retrieving them from HubSpot or your Exchange server, so the history stays intact and attributable.
Can you migrate our HubSpot sales sequences, email templates and automation flows to Highlevel?
Partly, depending on Highlevel. Email templates are generally the simpler part to move, while sequences, flows and automations are rebuilt rather than copied, because each CRM builds automations differently. Where Highlevel's API lets us create them, we set them up programmatically; where it doesn't, they are built through its interface, by us with a login or by your team, and we confirm which items fall where during scoping.
Will the emails and files stored on our HubSpot contacts migrate to Highlevel, including for inactive accounts?
Yes. Emails and files stored on your contacts can be part of the migration, including those on inactive accounts, and you choose which records and how much history come across. Files come across as actual files, attached to the matching records in Highlevel. Where an email's original user has no account in Highlevel, we can bring it across as a note on the contact instead. If Highlevel syncs email from connected email accounts, you can leave active users' mail to that sync and have us migrate the rest.
Do you migrate our HubSpot bulk marketing emails as well as one-to-one emails with contacts?
It depends on which you need, and we confirm that before anything is pulled. Some CRMs keep bulk marketing emails, such as broadcasts, separately from one-to-one emails with contacts, so we agree with you which types are in scope and share a sample of them to review. One-to-one emails linked to your contacts and companies come across with those records, and bulk marketing emails can be included too, for example as an archive export you keep if Highlevel has no place for them.
Can you migrate the history of our HubSpot deals' stage changes to Highlevel, not just their current stage?
Yes, where HubSpot records stage changes and Highlevel can hold them. Deal-stage history is scoped like any other data: we check what HubSpot keeps for each deal's stage transitions, agree with you how that history is represented in Highlevel's data model, and you review it in the sample migration before the full run.
Can you migrate emails that are private to individual HubSpot users, not just the emails linked to contacts and deals?
Yes, where HubSpot's API gives us access to them. On some CRMs, the API returns only emails linked to a record plus the private emails of the user whose account is connected, so each colleague whose private emails you want included connects their own account. Private emails that aren't linked to any contact or deal have nothing to attach to in Highlevel, so we agree with you where they go, for example on a dedicated contact for each user, with the email content kept searchable.
What happens to a file in HubSpot that is linked to several records if Highlevel only lets a file belong to one?
We can attach a copy of the file to each record it was linked to, so it can still be found from every one of them. If you'd rather keep a single copy, we agree with you which record it lives on. You check how linked files land in the sample migration before the full run.
Can you migrate our HubSpot products and customers' purchase history to Highlevel, not just contacts?
Yes, where HubSpot's API makes them available. Products and purchase records are scoped like any other data: the migration checklist covers products alongside contacts, notes and tags, and we confirm what each platform's API can read and write before anything runs. Where Highlevel has no native home for purchase history, we agree another form with you, such as a custom field or a note on the contact.
Do you migrate our HubSpot notes, tasks, activities and files to Highlevel, or only contacts and deals?
Yes, all of them can come across, not just contacts and deals. Notes, tasks, activities such as events and emails, and files can be included alongside contacts, companies and deals, each linked to the record it belongs to, with owners kept where those users exist in Highlevel. Tasks are migrated with the contacts they are linked to. Where Highlevel's version of an item holds less, for example lighter tasks, we agree with you how the extra detail is kept, such as a note on the same record.
Can you migrate into a white-label platform built on GoHighLevel?
Yes, as long as we can get access to the GoHighLevel API behind it. A white-label platform built on GoHighLevel runs on GoHighLevel itself, so with API access to the underlying account we migrate your data just as we would for a standard migration into GoHighLevel.
Superhuman Docs (Coda)
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