Best Practices, Limitations, Options, and More...
Capsule to HubSpot migration
What are my options for
converting Capsule to HubSpot?
Customer-oriented companies need to constantly monitor the effectiveness and, if necessary, revise the existing processes of interaction with customers. Why is this important? First of all, to maintain relations with existing customers. Secondly, to determine the vectors of the company's development, as well as the development of areas of work with new clients in the changing market.
If the title resonates with you, you are most likely already working with Capsule and are thinking about changing it. Perhaps the installed system does not solve the new tasks of your business, employees complain about “complexity” or tariffs.
If you are downloading regular contacts or accounts, you can use the vendor's services. However, not everything is so simple. Vendors are interested in quick migration, and therefore will devote less time to your company, it can be expensive and not so high-quality.
You can do it yourself manually if you have a small amount of information.
A wizard import tool or
There are a few data migration tools on the market that provide direct API to API migration functionality from Capsule to HubSpot.
A custom migration
We believe this is one of the most convenient options for migrating to HubSpot. Not that the previous options are doing it the wrong way, but this will take the entire lift and process off your plate and you can focus on training and configuring HubSpot.
Option 1: Migrating myself and using the CRM vendor’s import tool
Any company in the process of work accumulates a large database of customers, contacts, accounts and other information important for business. On your own, you can only transfer basic data from Capsule CRM, nothing more. This is a complex and lengthy process. Too often have we seen customers who purchased the new solution and has tried to manage the import on their own, use the CRM vendor's “native” tools and have ultimately just ended up with a mess, three months down the road with half of the data in and the rest left in pieces. Before you purchase your CRM solution, you need to feel comfortable with a plan, a partner, or the tools in place in order to move forward.
Option 2: Migrating with a wizard import tool or an integration tool
There are a few data migration tools out there on the market that provide direct API to API migration functionality. One of the good solutions is ready-made software for high-quality data transfer between CRM systems. The service transfers data from Capsule CRM to another in a couple of hours. Does not require technical knowledge. The result of the work is a quick migration of data to a new CRM. Products, leads, deals, events and other data will be transferred from your old CRM to HubSpot without difficulty.
The data migration wizards on the market built just for data migration purposes are what you should consider in our opinion, as they will be simpler and more straightforward. The main differentiator with these tools you need to look out for, are some will require you to create all the custom fields one by one, which is half the migration and a lot of work/hours. Others, the tool is robust enough to create the custom fields for your, saving you a tremendous amount of time and a lot more valuable. Make sure to check..
Trujay offers a data migration wizard app as well as guided support to ensure that your mapping, testing, QA, and delta migration go smoothly. It will make your Capsule to HubSpot data migration much easier.
Trujay’s migration app allows you to run as many free random samples as you want. The goal is to keep experimenting with the mapping until the sample data appears exactly as you want it to. Every sample you run will overwrite the previous one, so don't worry about filling up your HubSpot with sample data.
Option 3: A custom migration
So this is the option that defines “doing it the right way.” Among our clients, there is no one who would regret switching to HubSpot, this is a specialized trading CRM system with wide functionality, a clear interface, and cool integrations. At very affordable rates. We have developed mechanisms that will make the transition quick, comfortable and safe. You can do it without involving programmers, if anything, our cool technical support is in touch.
With a custom migration, you may have a CRM implementation partner who has integrated this into their overall onboarding strategy with you. This option, in our opinion, is the most valuable because attempting to adopt HubSpot on your own and not optimizing all of its features can slow down the investment you are making. Time to value with your HubSpot investment is critical if your true business ambition is growth.
Having a project manager or CSM guide you through the entire Capsule to HubSpot migration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automations, etc. An entrepreneur is always looking for the best options, changing a CRM system can be easier than endlessly “finishing” the one that is, putting up with inconvenience and unjustified costs for its maintenance.
You can clean up the data yourself in the Capsule portal. This will require some effort and time on your side, however it will have no additional cost.
You can ask the data migration partner to filter the data on the way over. If you have identified bad data and can give the partner bullet points on what data you don’t want to migrate to HubSpot, they can write custom scripts to only migrate what you specify.
You can clean the data post-migration and should be relatively easy with HubSpot’s segmenting tools. Create the filters or custom views and then delete!
There are several de-duplication tools on the market to consider and all of them l low costs. Most likely the data migration partner has relationships installed and can get the prices at a discount for you, make sure to ask.
Bad or Outdated Contacts
Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email (firstname.lastname@example.org or email@example.com). From there you can mark and remove those and these costs are pretty minimal as well.
You have options
To wrap up
So, your choice depends only on you.
This article we went over your options to consider as every business is unique. You might have resources with bandwidth, you might not. You might have resources you can trust the weight of the entire company’s data on to execute the process seamlessly and without data loss, you might not. Hopefully we covered enough options where you will be able to lock a plan into place before you move forward with the CRM vendor of your choosing.
If you ever would like to discuss your conversion between Capsule to HubSpot, please feel free to contact us here for a quick call.