HubSpot To GoHighLevel (GHL) Migration

PURPOSE

Provide a repeatable, low-risk SOP for migrating a client from HubSpot to GoHighLevel (GHL) while preserving data integrity, attribution, and sales operations.

SUCCESS CRITERIA

• No contact or deal data loss
• Accurate pipeline stages and ownership
• Working attribution by source and campaign
• Sales team operational on Day 1
• HubSpot fully decommissioned without rollback

PHASE 0: PRE-MIGRATION PREP

STEP 0.1 – ACCESS & PERMISSIONS

• HubSpot Super Admin access
• GHL Agency Admin access
• Call tracking platform admin access (CTM)
• Dash CRM access (if applicable)

STEP 0.2 – DATA AUDIT

Export and review:
• Contacts
• Deals
• Pipelines and stages
• Custom properties
• Active workflows
• Call tracking sources

Document:
• Required vs legacy fields
• Automation dependencies
• Attribution logic

PHASE 1: GHL FOUNDATION SETUP

STEP 1.1 – CREATE CUSTOM FIELDS

Create all required fields BEFORE importing data.

CONTACT FIELDS:
• HubSpot Record ID
• Lead Status
• Marketing Contact Status
• Last Activity Date
• Attribution fields (Source, Campaign, GCLID)

OPPORTUNITY FIELDS:
• Deal Owner
• Pipeline Stage Dates
• External CRM References (Dash Job #)

STEP 1.2 – PIPELINE SETUP

Recreate HubSpot pipeline exactly:
• On Site Visit
• Estimate Created
• Work Scheduled
• Work in Progress
• Closed Won
• Closed Lost
• Hold

Do NOT add automation yet.

PHASE 2: PILOT MIGRATION (REQUIRED)

STEP 2.1 – PILOT CONTACT IMPORT

• Import 5–10 representative contacts
• Map all custom fields
• Disable all workflows

STEP 2.2 – PILOT DEAL IMPORT

• Import associated deals
• Validate pipeline stages
• Confirm ownership and relationships

STEP 2.3 – PILOT VALIDATION

Verify:
• Contact accuracy
• Deal-to-contact linking
• Attribution fields populated
• Sales usability

NO FULL MIGRATION until pilot is approved.

PHASE 3: FULL DATA MIGRATION

STEP 3.1 – CONTACT IMPORT

• Import all contacts
• Map email as primary identifier
• Keep workflows OFF

STEP 3.2 – DEAL / OPPORTUNITY IMPORT

• Import all deals
• Match by email or Record ID
• Preserve pipeline stage and close status

STEP 3.3 – COMPANY DATA (OPTIONAL)

If needed:
• Import company name as a custom field
• Do NOT rely on company objects for automation

PHASE 4: AUTOMATION REBUILD

STEP 4.1 – CORE SALES AUTOMATION

Enable only:
• Lead qualification
• Deal creation on qualification
• Pipeline stage rules

STEP 4.2 – ATTRIBUTION AUTOMATION

• Rebuild CTM attribution logic
• Lock source at deal creation
• Validate campaign-level reporting

STEP 4.3 – MARKETING & SERVICE AUTOMATION

• Booking confirmations
• Internal notifications
• Review requests
• Nurture sequences

PHASE 5: PARALLEL RUN

• HubSpot and GHL run simultaneously
• Incrementally move tracking numbers
• Duplicate forms into GHL
• Monitor live leads daily

Duration: 1–2 weeks

PHASE 6: TRAINING & ADOPTION

• Sales training: pipelines + notes
• Marketing training: attribution + reporting
• Admin training: workflows + troubleshooting

PHASE 7: CUTOVER & DECOMMISSION

• Disable HubSpot automations
• Set HubSpot to read-only
• Fully route calls and forms to GHL
• Cancel HubSpot contract

COMMON FAILURE POINTS (DO NOT IGNORE)

• Importing deals before contacts
• Enabling workflows during import
• Skipping attribution fields
• Rebuilding Dash logic inside GHL
• Overusing company objects

FINAL CHECKLIST

☐ Pilot approved
☐ Contacts validated
☐ Deals validated
☐ Attribution confirmed
☐ Sales team signed off
☐ HubSpot decommissioned

OUTCOME

A stable, scalable GHL instance with lower cost, clearer ROI reporting, and simpler automation than HubSpot.