Seamless Data Migration from ClientLook CRM to HubSpot
Overview
We successfully achieved a comprehensive data migration project, transferring contacts, companies, and activities (scopes) from LightBox’s ClientLook CRM to HubSpot.
This process was complex as the unformatted exports, including truncated data fields and, most importantly, missing crucial associations such as the contact and company IDs. We used strategic data cleaning and custom scraping solutions along with taking our API integration skills a notch higher to ensure that this data transfer was accurate and seamless so that the client could make full use of the power of HubSpot’s CRM.
Challenges
Unformatted Data Exports
The data exported from ClientLook CRM was inconsistent and not ready for direct import into HubSpot. Duplicate entries and formatting issues posed significant challenges.
Truncated Activity Outcomes
Activity content exceeding export character limits was truncated, resulting in incomplete data.
Missing Contact and Company IDs
Activities were exported with contact and company names but IDs of them were missing, which complicating the process of accurate data association.
Efficient Data Import into HubSpot
The migration involved large-scale data, requiring precise handling to avoid errors.
Solutions
Unformatted Data Exports
- Cleaned and formatted the dataset using Google Sheets and Excel.
- Duplicates were removed to keep the data consistent.
- Prepared the data set to match with HubSpot’s import requirements.
Truncated Activity Outcomes
- Utilized a custom web scraping solution to re-export full activity outcomes.
- Verified and matched the complete activity content with other data fields for accuracy.
Missing Contact and Company IDs
- Advanced formulas in Google Sheets were used to map and add contact and company information to the activities.
- Ensured that each activity and its corresponding communication linked exactly to the contact and company.
Efficient Data Import into HubSpot
- Imported contacts and companies using HubSpot’s import tool for a streamlined process.
- Activities were imported into the database and then imported into HubSpot using Python and the HubSpot API, to ensure flexibility and error handling.
- Data integrity verified post migration
Results
The client received a fully functional dataset in HubSpot, free from duplicates and inconsistencies.
Truncated activity outcomes were restored, ensuring no critical information was lost.
Keeping all associations between activities, contacts and companies preserved, to provide a clear and organized CRM experience.
The project saved the client significant manual effort and time, making their transition to HubSpot smooth and efficient.
Key Achievements
- Migrated Contacts, companies and 55,000+ activities with 100% accuracy on a complex dataset.
- Truncated data was successfully addressed, restoring complete activity outcomes.
- Removed duplicate entries and ensured each activity linked up to the correct contact and company.
- A smooth migration was delivered and the client could leverage HubSpot well capturing business needs effectively.
Tools and Technologies Used
- ClientLook CRM: Data export source platform.
- HubSpot: A tool and target CRM for importing and managing data.
- Google Sheets & Excel: For data cleaning, de-duplication, and mapping IDs.
- Custom Web Scraping Tool: To obtain complete activity outcomes
- Python: To perform database operations, integration and the API to HubSpot API.
- HubSpot API: To import activities in such a way that the associations are accurate.
This project demonstrated we can handle complex data migration challenges as quickly and precisely as possible. We worked through unwieldy data by cleaning it, as well as scripting advanced functions and leveraging API solutions to ease the transition for our client.
We’re here to help if you’re struggling to migrate your CRM data! We do this whether it’s fixing data inconsistencies or just processing large scale imports into your system.