Common Mistakes to Avoid During CRM to HubSpot Migration

Migrating from your current CRM to HubSpot is a big step. It promises better tools, streamlined processes, and a more unified experience for your teams. But without proper planning, the process can lead to unnecessary issues like data loss, broken workflows, and downtime.

To make your migration smooth and successful, it’s important to know what not to do. In this guide, we’ll walk you through the most common mistakes businesses make during a CRM to HubSpot migration, and how to avoid them.

Not Preparing a Migration Plan

One of the biggest mistakes is diving into the migration without a clear plan. Some businesses assume they can “figure it out” as they go, but that approach often leads to delays and confusion.

What to do instead

• Define your migration goals

• Create a checklist of tasks

• Assign roles and responsibilities

• Set a timeline for each phase

Having a structured plan from the start ensures that everyone on your team stays aligned and nothing is missed.

Migrating Messy or Duplicate Data

Moving everything over “as-is” might seem easier, but it often clutters your new CRM with outdated, incorrect, or duplicate information. This can lead to frustration for your team and poor decision-making.

What to do instead

• Audit your existing CRM data

• Remove inactive or outdated contacts

• Merge duplicate records

• Fill in missing information where needed

Clean data leads to better reporting, improved segmentation, and smoother workflows once you’re set up in HubSpot.

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Ignoring Data Mapping

Another common pitfall is skipping or rushing through data mapping. If fields aren’t aligned correctly between your old CRM and HubSpot, information can end up in the wrong place, or be lost entirely.

What to do instead

• Review all existing fields in your current CRM

• Match each field with its equivalent in HubSpot

• Set up any custom properties needed in HubSpot before importing

Data mapping is the backbone of any successful CRM migration. Take the time to get it right.

Not Backing Up Your Data

Even with a great plan, things can go wrong during a migration. If you don’t have a backup, you risk losing valuable data permanently.

What to do instead

• Export a complete backup of your CRM data before migration

• Store the backup securely, preferably in more than one location

• Consider exporting separate backups for contacts, deals, notes, and other objects

A backup acts as your safety net and gives you peace of mind throughout the process.

Overlooking Custom Features and Workflows

Your old CRM might have custom fields, automations, or unique features that don’t directly translate into HubSpot. Migrating without accounting for these can result in broken processes and lost functionality.

What to do instead

• Identify all custom objects, fields, and workflows in your old CRM

• List out which ones are critical to your daily operations

• Recreate or adapt them in HubSpot using its tools

HubSpot’s automation and workflow features are powerful but work differently from some other platforms. Plan for this transition ahead of time.

Failing to Test with a Sample Migration

Jumping straight into a full migration is risky. If something goes wrong, it can affect your entire dataset and disrupt your operations.

What to do instead

• Perform a test migration with a small set of data

• Check for formatting issues, mapping errors, or missing data

• Review how objects like contacts, deals, and tasks appear in HubSpot

Testing helps you catch and fix issues early—before they impact your full CRM setup.

Not Informing or Training Your Team

A new CRM system means new workflows and processes. If your team isn’t informed or trained, adoption will be slow and mistakes will happen.

What to do instead

• Communicate clearly about the upcoming migration and timeline

• Offer hands-on training sessions before the official switch

• Provide guides or resources tailored to each team’s role

HubSpot’s interface is user-friendly, but proper onboarding still makes a big difference in how smoothly your team adjusts.

Skipping Integration Planning

Many businesses use other tools alongside their CRM—like email marketing platforms, live chat apps, or calendar schedulers. If these integrations aren’t considered during migration, you may lose functionality post-switch.

What to do instead

• List out all third-party tools currently connected to your CRM

• Check for HubSpot-compatible versions or APIs

• Reconnect and test each integration after migration

Reintegrating your tech stack early helps avoid workflow disruptions and keeps your team productive.

Rushing the Go-Live Phase

Finally, launching your new HubSpot CRM without a proper review or transition period is a major risk. It often results in missing data, broken automations, or team confusion.

What to do instead

• Plan a soft launch with select team members to test the live environment

• Use a checklist to verify critical features like pipelines, forms, and automations

• Schedule the full go-live during a low-activity period to minimize business disruption

Taking your time during this phase ensures a smooth transition with minimal stress.

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Final Thoughts

Migrating to HubSpot CRM is a smart move for businesses looking to grow and streamline their operations. But getting it right requires attention to detail and a solid game plan. By avoiding these common mistakes, like skipping planning, migrating bad data, or failing to test, you can ensure a smoother, more successful transition.

If your migration feels overwhelming, consider working with a HubSpot migration expert. They’ll help you avoid pitfalls and make sure your new CRM setup is optimized from the start.