Common CRM Migration Questions Answered

Thinking of migrating to a new CRM? In this blog post, we’ll share some common CRM migration questions with tips and strategy for successful transition.

Key Takeaways:

1. Why Switch?
   • Better tools (e.g., HubSpot‘s lead scoring).
   • Faster workflows (ActiveCampaign‘s journey mapping).
   • Scalability (Eloqua for enterprise growth).
   • Lower IT costs.
2. Top Platforms Compared:
   • HubSpot: Great for growing businesses, inbound marketing, and easy workflows.
   • ActiveCampaign: Focused on email marketing and automation.
   • Eloqua: Best for large enterprises with complex data needs.
3. Key Pre-Migration Steps:
   • Clean your data (up to 30% may be duplicates).
   • Standardize and validate fields (e.g., emails, required fields).
   • Test integrations in a staging environment.
4. Migration Timelines:
   • HubSpot: 1–3 months.
   • ActiveCampaign: 2–4 weeks.
   • Eloqua: 3–6 months.
5. Post-Migration Checklist:
   • Verify data accuracy (spot-check records).
   • Test workflows and integrations.
   • Adjust user permissions and dashboards.

Quick CRM Platforms Comparison Table:

CRM Platform	Best For	Key Features	Migration Complexity
HubSpot	Growing businesses	Inbound marketing, automation	Moderate
ActiveCampaign	Email marketing and workflows	Automation, custom field mapping	Simple
Eloqua	Large enterprises	Advanced lead management, account-based	Complex

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Switching CRMs can improve efficiency, scalability, and customer engagement – make sure to plan carefully, clean your data, and test thoroughly for a seamless transition.

Tips, Tricks and Strategies for a Successful HubSpot Data Migration

CRM Pre-Migration Planning Questions

Before starting your CRM migration, it’s important to plan carefully. Did you know that 70% of CRM data becomes outdated every year? ^[2] This makes preparation a key step for a successful transition. Be sure to align your data strategy with the specific strengths of each platform. Our comparison guide can help with this.

Selecting Data for Migration

Choosing what data to migrate depends on the platform you’re moving to. Each CRM has its own limits and requirements:

• • HubSpot: Be mindful of contact and company record limits ^[1].

• • ActiveCampaign: Watch out for restrictions like the 100 custom fields per record limit ^[2].

• • Eloqua: Pay attention to its complex data models and campaign history ^[5].

Platform	Key Data Considerations	Storage Limits
HubSpot	Contact records, deal pipelines	Enterprise storage
ActiveCampaign	100 custom fields per record	Variable capacity
Eloqua	Complex data models, campaign history [5]	Enterprise-level storage

Data Cleanup Steps

CRM data can be messy – up to 30% of it may be duplicates ^[2]. Cleaning up your data before migration is a must. Here’s how:

• • Deduplication: Use tools like HubSpot’s auto-merge or ActiveCampaign’s duplicate finder to eliminate duplicates.

• • Data Standardization: Make sure phone numbers, dates, and addresses follow a consistent format.

• • Field Validation: Check critical fields against platform requirements, such as:
    • • Email addresses
    • • Custom fields that are required
    • • Tag structures

Required Tool Connections

Integration capabilities differ from one CRM to another. For example:

“HubSpot’s CRM migration tool can automate up to 80% of the data mapping process” ^[3].

When preparing for integrations:

1. Confirm that your tools are compatible with the new CRM.

1. Test everything in a staging environment before going live.

For more advanced mapping techniques tailored to your platform, check out our Seamless CRM Integration Strategies.

CRM Migration Steps by Platform

Each CRM platform has its own set of requirements and processes for data migration. Here’s a closer look at the steps for HubSpot, ActiveCampaign, and Eloqua to help you manage the transition effectively.

Moving to HubSpot

HubSpot makes the migration process straightforward with its intuitive interface and import tools. Here’s what the process typically involves:

• • Export your data and map fields using the platform’s visual tools.

• • Run test imports to check for any issues or inconsistencies.

• • Configure workflows and forms after the migration is complete.

Make sure to validate your workflows against the plans you created earlier. HubSpot also provides migration services to help maintain data relationships and handle custom object migrations.

Moving to ActiveCampaign

ActiveCampaign focuses on preserving marketing automation workflows during migration. The key steps include:

• • Using the CSV import tool to transfer contacts in bulk.

• • Leveraging API integration for automated syncing of data.

• • Mapping custom fields to ensure all information is properly aligned.

Their migration wizard is especially useful for maintaining lists and converting tags seamlessly.

Moving to Eloqua

Eloqua’s migration process is more complex due to its hierarchical data model. Oracle suggests a three-phase approach for enterprise-level migrations:

1. 1. Data Assessment: Use your cleaned and standardized data to audit structures and ensure compliance.

1. 1. Schema Design: Create custom models using ETL tools tailored to your data needs.

1. 1. Implementation: Perform the migration in stages while implementing safeguards to minimize risks.

This structured approach ensures that even Eloqua’s intricate data setups are handled with care.

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After Migration Checklist

Once you’ve completed your platform-specific migration (whether it’s HubSpot, ActiveCampaign, or Eloqua), it’s time to ensure everything is running smoothly. Use this checklist to validate your results and fine-tune your system.

Quality Control Steps

• • Data Integrity: Compare record counts and test critical workflows like ActiveCampaign automation sequences. Spot-check 10-15% of your records to ensure accuracy.

• • Automation Testing: Run real-world scenarios to make sure all workflows and triggers are functioning as expected.

• • Integration Verification: Double-check all connected tools and third-party apps. For tips, refer to our CRM Integration Strategies.

• • User Access Control: Ensure team members have the correct permissions and access levels based on their roles.

System Setup Tweaks

• • Workflow Adjustments: Eloqua users should leverage its advanced campaign canvases to refine lead scoring models ^[6].

• • Data Management: Use built-in tools like ActiveCampaign’s segmentation features to establish clear data management policies and maintain data quality ^[8].

• • User Experience Updates: Personalize dashboards and views to align with your team’s daily workflows. Research shows that tailored CRM interfaces boost user adoption rates ^[7].

Key Takeaways

Now that your migration is complete and your system is up and running, it’s time to focus on ensuring long-term success. Maintaining data integrity is essential for any CRM migration. Each platform has unique features that, when used effectively, can help maintain high data quality and system performance. For example, HubSpot offers built-in tools to streamline processes, ActiveCampaign excels at preserving workflows, and Eloqua provides robust support for enterprise-level needs.

Need CRM Migration Assistance?

Even with the best preparation, some migrations call for expert help, especially when you’re dealing with:

• • Complex custom integrations

• • Large volumes of data

• • Strict requirements for minimal downtime

• • Sensitive, compliance-heavy information

• • Limited technical resources

At Automation Strategy Group, we specialize in tackling these challenges. From initial assessments to tailored strategies and ongoing monitoring, we ensure a smooth transition between CRM platforms. If you’re looking for more CRM migration questions, explore our implementation guide or schedule a consultation to discuss your unique migration needs.

FAQs

How to migrate from one CRM to another?

Nearly half of CRM projects – 49% to be exact – fail due to poor planning ^[9]. To ensure a smooth migration, focus on these essential steps:

• • Audit and clean your data: Remove duplicates, outdated records, and inconsistencies. Clean data is critical for a successful transfer.

• • Use platform-specific tools: Each CRM offers its own migration tools. Make sure to leverage the right ones for your platform.

• • Execute in phases: Avoid moving everything at once. Break the process into manageable stages to reduce risks.

For detailed workflows tailored to specific platforms, check out the migration steps outlined earlier in this guide. Timelines for common platforms (depending on complexity):

• • ActiveCampaign: 2–4 weeks

• • HubSpot: 1–3 months

• • Eloqua: 3–6 months ^[4]

Enterprise-level migrations, such as those with Eloqua, often take longer due to the need for additional planning and resources. The timeline can also stretch based on data volume and integration requirements. Need tailored advice? Schedule a consultation with one of our certified experts to get a detailed plan for your migration.