TL;DR
Not all data should be moved during a CRM migration. Businesses should prioritise active and revenue-impacting records, clean inaccurate data, and archive outdated information to maintain system accuracy.
During a Freshsales to HubSpot migration, deciding what data to move is critical for long-term success. Many organisations transfer all data without reviewing its quality or relevance. This often results in cluttered systems, poor reporting, and reduced adoption. A clear CRM data migration strategy helps businesses prioritise active records, clean outdated data, and manage compliance requirements. This ensures your new CRM starts with accurate, relevant, and usable data.
What Data Should Be Migrated From Freshsales To HubSpot?
Data migration involves selecting which records from your existing CRM (Customer Relationship Management) system should be transferred to the new platform. This includes evaluating contacts, companies, deals, and activities based on their relevance, accuracy, and business value.
The goal is to move only the data that supports current operations and future growth, rather than transferring everything.
Why Is Data Selection Important Before Migration?
Migrating all data without review can result in duplicate, outdated, or irrelevant records in your new system. This affects reporting accuracy, workflow efficiency, and team productivity.
A defined CRM data migration strategy ensures that only meaningful data is transferred. It also reduces migration effort, improves system performance, and helps teams adopt the new CRM more effectively.
How To Decide What Data To Move, Clean, Or Archive?
1. Prioritise active and revenue-driving records
Identify active deals, open opportunities, and recently engaged contacts. These records directly support ongoing business operations and revenue generation. Migrating them first ensures continuity in sales and customer engagement.
2. Clean duplicate and inaccurate data
Review records for duplicates, missing fields, and outdated information. Merge or remove duplicate entries to avoid confusion and reporting issues. Clean data improves usability and trust in the new system.
3. Archive inactive and legacy data
Identify contacts and deals that have not been active for a long period. Archive this data instead of migrating it into HubSpot. This keeps your CRM focused and reduces unnecessary complexity.
4. Evaluate historical activity and interaction data
Review past interactions such as emails, calls, and notes. Prioritise recent and high-value activities that provide useful context. Avoid migrating excessive historical data that does not add value.
5. Review custom fields and business-critical data
Assess all custom fields created in Freshsales and identify those used in decision-making. Remove unused or redundant fields before migration. Map only essential fields to HubSpot properties.
6. Check compliance and consent data
Review fields related to customer consent, subscription status, and communication preferences. Ensure this data is accurate and properly mapped during migration. This helps maintain compliance and avoids communication risks.
Takeaways
- Not all CRM data should be migrated
- Focus on active and revenue-impacting records
- Clean and archive data before migration
- Include compliance and consent data in planning
- Proper data selection improves adoption and performance
FAQs
1. Should we migrate all historical data from Freshsales?
No, only relevant and useful historical data should be migrated. Excess data can reduce system efficiency and usability.
2. What happens if duplicate data is migrated?
It leads to confusion and inaccurate reporting. Cleaning duplicates before migration is essential.
3. Is it necessary to migrate activity history?
Not always. Only recent and important interactions should be prioritised for migration.
4. Why is consent data important during migration?
Consent data ensures compliance with communication regulations. It helps avoid risks related to customer outreach.
