A Detailed Guide to ActiveCampaign to HubSpot Migration

Are you outgrowing ActiveCampaign and seeking a tool that scales with your business? HubSpot’s powerful all-in-one platform makes it easier to manage your marketing, sales, and customer service under one roof. Here’s how you can make the switch smoothly.

Common Reason For ActiveCampaign to HubSpot Migration

Many businesses choose to switch from ActiveCampaign to HubSpot for several practical reasons:

1. More Features for Growth and Scalability

As companies expand, they often need more than just email marketing. HubSpot provides a wider range of tools, covering not only marketing but also sales, customer service, and even content management. This makes it easier to manage all business functions under one roof.

2. Better CRM Customization and User Interface

HubSpot’s CRM is more advanced, offering better customization options like sidebars, middle bars, and record creation forms. Businesses can tailor their pipelines and track customer interactions more effectively compared to the simpler CRM in ActiveCampaign.

3. Scaling Across Teams

For larger or growing teams, HubSpot allows better collaboration across departments. Its automation tools connect marketing, sales, and service seamlessly, making it a better fit for scaling businesses.

4. Multi-Channel Integration

While ActiveCampaign excels in email marketing, HubSpot integrates smoothly with social media, customer support, and other channels, making it easier to manage diverse customer touchpoints.

5. Advanced Reporting Features

HubSpot’s advanced CRM not only offers enhanced customization but empowers teams with detailed reporting dashboards, providing insights that drive smarter, faster decision-making.

Planning and Developing the Structure of ActiveCampaign to HubSpot Migration

When we talk about ActiveCampaigns to HubSpot migration, the first step which has about 80% value in the whole process is planning and the structure development of the migration process.

1. Defining the Goals of Migration

The first step is understanding the goals of a business to migrate from ActiveCampaign to HubSpot. Commonly the goals of businesses are:

• Centralizing the tools and data on one platform.

• Complex automation and custom workflows.

• Improved reporting by detailed analysis of key metrics.

• Scalability of the tool with the growth of business.

• More advanced multichannel integration.

2. System Analysis & Comparison

During system analysis and comparison focus on understanding how data and features are working in ActiveCampaign and how the entities will be mapped in HubSpot. Find out any limitations in ActiveCampaigns that need to be resolved in HubSpot. All the automation in ActiveCampaign and their alignment into HubSpot.

3. Process Planning

Next plan the whole process that is live in ActiveCampaign, and align it according to HubSpot, how data and automation will be set up in HubSpot.

For your ease, use drawing tools like Figma, Lucidchart, or Miro, it will help you draw a map of the whole process easily and you can do all the amendments according to modified business SOPs and HubSpot structure.

4. Architecture Planning

ActiveCampaign is primarily a marketing automation tool focused on email campaigns, automation, lists for audience segmentation, and tags while HubSpot is a full-featured CRM with advanced marketing, sales, and service tools. During architecture planning consider:

• Which custom properties will be required to be created in HubSpot?

• On what filter criteria contacts lists will be created in HubSpot with similar functionality to ActiveCampaigns?

• How subscriptions will be set up in HubSpot?

• Are there any active deal pipelines in ActiveCampaign?

• How does lead scoring work in ActiveCampaign and what criteria are set?

5. Data & Assets

Identify all the data types and assets used in ActiveCampaign, then plan their migration to HubSpot. Commonly, data and assets are migrated in the following manner from ActiveCampaign to HubSpot:

6. KPIs Planning

Analyze the marketing metrics currently tracked in ActiveCampaign and identify additional KPIs that HubSpot can monitor, such as:

• Funnel Conversion Rates: Measure how effectively leads progress through the sales funnel.

• Engagement Scores: Evaluate customer interactions across channels to tailor your follow-up strategies.

• Attribution Reporting: Understand which marketing efforts drive conversions for better resource allocation

7. Integration Planning

HubSpot offers over 1,500 integrations, while ActiveCampaign's available integrations are around 900. Follow these steps for effective integration planning:

• List Current Integrations: Document all apps and tools currently integrated with ActiveCampaign.

• Check HubSpot's Integration Library: Verify if these integrations are available in HubSpot’s marketplace.

• Plan for Custom Integrations: For any unsupported tools, assess whether you can use Zapier or if custom API connections are necessary.

• Evaluate Integration Functions: Ensure that the integrations can perform the required functions effectively within HubSpot.

8. Training & Deployment Planning

When planning HubSpot training for your team during the migration from ActiveCampaign, begin by defining user roles, such as sales reps and marketing teams. Identify the key skills each role will need, and assess everyone’s current skill levels to tailor the training effectively.

For deployment, start planning which segments will be used for pilot testing. Always ensure to create different scenarios of testing to cover all the perspectives of the process to minimize errors.

Process of ActiveCampaign to HubSpot System Migration

Once your planning is complete and you have a clear migration roadmap, it’s time to proceed with the migration. The process includes these key steps:

1. Technical Setup

When migrating from ActiveCampaign to HubSpot, start by configuring your account settings, like your company name, time zone, and branding elements to reflect your identity.

Next, focus on setting up your marketing environment:

• Verify Email Domains: Connect and authenticate your email-sending domains.

• Add Subdomains: Set up any subdomains you need for your blogs and landing pages.

• Implement Tracking Code: Install HubSpot’s tracking code on your external sites.

2. Architecture Setup

Start by creating custom properties in HubSpot based on the mapped contact fields from ActiveCampaign. Replicate your ActiveCampaign lists in HubSpot using static or active lists, with active lists allowing for dynamic updates based on your segmentation criteria.

For subscription management, set up subscription types in HubSpot then implement deal pipelines if you have planned them. Next set up HubSpot’s lead scoring system to evaluate contacts based on their engagement, allowing for more targeted and effective outreach.

3. Process Mapping

Next, take the time to outline the processes you've established, including those from ActiveCampaign, and note any adjustments needed based on your standard operating procedures (SOPs) and new requirements. Make sure your mapping is accurate and error-free, and don’t hesitate to gather feedback from your team and stakeholders to ensure everything looks right.

Use tools like Figma or Lucidchart to create a clear and visually appealing process map. This map should highlight all processes, automation, and other key elements. A well-detailed map will be invaluable for making the transition to HubSpot as smooth as possible.

4. Features Setup

Set up the essential features in HubSpot based on your migration plan:

• Lists: Create and segment contact lists to fit your specific needs.

• Leads: Use lead scoring and management tools to track and nurture your prospects effectively.

• Goals: Establish clear goals to help monitor and assess your team’s performance.

• Scheduling: Set up and implement a HubSpot meeting scheduling tool in the whole organization to track all meetings within HubSpot.

• Forecasting: Enable forecasting features to give you insights into potential future sales and outcomes.

• Additional Features: Don’t forget to integrate any other critical features that are vital to your business processes.

5. Integration Setup

Install all the apps in HubSpot that you were using in ActiveCampaign, and set up their data management processes. Don’t forget to include any new apps you plan to integrate.

If there's a specific app from ActiveCampaign that doesn’t have a native HubSpot integration, you can use tools like Zapier or HubSpot’s API to create a smooth data flow between the platforms. This approach will help maintain continuity in your workflows and keep everything running seamlessly.

6. Asset Migration

Replicate all your assets in HubSpot, including:

• Email Templates: Bring over your existing designs to maintain brand consistency.

• Forms: Set up forms to capture leads effectively.

• Landing and Website Pages: Use HubSpot’s CMS for more advanced styling options, allowing for interactive and visually appealing pages.

Additionally, HubSpot offers:

• Flexible CTAs: Customize calls-to-action to fit your marketing strategy.

• Pop-Ups: Create tailored pop-up forms to capture leads and drive engagement.

7. Partial Testing

Once everything is set up, kick things off with pilot testing in a controlled, small-scale environment before the full rollout. Start by looking for any technical issues, bugs, or inefficiencies that might pop up.

It's also important to gather feedback from the users involved in testing, their insights can be invaluable. Take the time to address any errors or bugs you find, and keep refining and retesting until everything runs smoothly. This careful approach will help ensure that your system is ready to go before launching it fully.

ActiveCampaign to HubSpot Data Migration

Data migration from ActiveCampaign to HubSpot can be described as a structured process that involves several key steps to ensure a smooth transition.

1. Data Migration Techniques

When migrating data from ActiveCampaign to HubSpot, you have several options to choose from, depending on your budget, skills, and specific needs.

Here are the main methods:

• Self Migration: If you’re comfortable with data management, you can handle the migration on your own. This involves exporting data from ActiveCampaign and importing it into HubSpot, ensuring that all fields are correctly mapped. This option is cost-effective but requires careful attention to detail to avoid data loss or misalignment.

• Using a 3rd Party Tool: Consider utilizing tools like Trujay or Import2 for assistance. These platforms simplify the migration process by automating much of the data transfer, reducing the risk of errors. They typically offer user-friendly interfaces that can save you time and effort while guiding the process.

• Custom Migration: For more complex data scenarios, hiring a professional or agency for a personalized migration can be beneficial. This option is ideal if you have unique data structures or require extensive customization. Experts can tailor the migration process to fit your specific needs, ensuring a seamless transition without the headaches.

2. Data Export

When migrating from ActiveCampaign to HubSpot, here are some important steps to follow for exporting your data:

• Create a Backup: Always back up your data first. This precaution helps prevent any loss during the migration process.

• Export Data: Export your data in CSV format. This format is compatible and makes it easier to import into HubSpot later on.

• Verify Accuracy: After exporting, take a moment to check that the number of records in ActiveCampaign matches what’s in your exported CSV files. This step is key to ensuring everything is complete and accurate.

3. Data Cleaning

After exporting data from ActiveCampaign, it’s really important to conduct a thorough audit to address any common issues. Identify fields with missing values and create a plan for filling in the gaps or removing irrelevant data. Next, look for any duplicate records that might need merging or removal.

Once you've sorted through these issues, focus on refining and validating your data. Start with data refinement, which involves cleaning and organizing the information to fit your business needs. Then, ensure the data is accurate and meets your requirements during the validation process.

4. Data Import

After you’ve cleaned up your ActiveCampaign data, you can go ahead and import your data, mapping the required fields to the corresponding HubSpot properties. A great feature of HubSpot is that it allows you to import data for multiple objects at once, rather than making you stick to just one at a time. You have the flexibility to choose the method that works best for you, making the migration process smoother and more tailored to your needs.

Team Onboarding & Deployment

When you have set up everything, in the end, go for adding users into the account and then full deployment of the process.

1. Creating Teams & Inviting Users

Start by creating all the necessary user accounts in HubSpot. Invite each user via their email and set up teams if needed. It's important to ensure that each user has access only to the features they require for their work. This approach not only keeps your data secure but also helps streamline workflows by allowing team members to focus on what they need without unnecessary distractions.

2. Team Training

Create a user-friendly training document for your team that highlights the key features in HubSpot, complete with helpful screenshots. This document should serve as a go-to resource for new employees joining the company, making their onboarding smoother. Remember to update it regularly whenever there are changes to your SOPs or HubSpot processes. Keeping this information current will help everyone stay on the same page and make the most of HubSpot’s capabilities.

3. Deployment

To ensure a smooth deployment of the entire process into HubSpot, start by activating all processes for the complete data set, making sure everything is up and running for the business. After the deployment, regularly check in with team members to gather their feedback and see if the system is meeting their needs. It’s also crucial to quickly address any errors or bugs that pop up to avoid major disruptions and keep everything flowing smoothly. By taking these steps, you can help make the transition to HubSpot a success.

Conclusion

Successfully migrating from ActiveCampaign to HubSpot can revolutionize how your team handles marketing, sales, and customer service. While the process comes with challenges like data loss, field mapping, and adoption hurdles, proper planning, and the right solutions can make all the difference. By thoroughly auditing and cleaning your data, mapping fields correctly, and preparing your team, you'll set the foundation for a smooth transition. Ready to simplify your migration? Reach out to us for expert guidance and ensure your move to HubSpot drives future success!