Migrating from HubSpot to GoHighLevel: Complete Migration Guide

Transitioning your Customer Relationship Management (CRM) system is a critical decision and a highly strategic move for scaling agencies, sales teams, and businesses. Those looking to consolidate their marketing tech stack, reduce licensing and monthly software costs, and leverage GoHighLevel's (HighLevel / GHL) powerful agency-focused automation will find immense value in this shift.

While both platforms offer robust CRM capabilities, their underlying data structures, engines, and logic differ. HubSpot excels in enterprise-grade inbound marketing and complex reporting, whereas GoHighLevel offers a consolidated, cost-effective suite tailored specifically for agencies, local businesses, and sales-driven organizations.

This comprehensive technical playbook provides a step-by-step walkthrough, data transfer protocols, best practices, and technical insights to transfer your CRM data, contacts, deals, and pipelines safely and efficiently without losing a single record, maintaining absolute data integrity.

Table of Contents

• Map HubSpot Data and Terminology to GoHighLevel

• How Long Does It Take to Migrate from HubSpot to GoHighLevel?

• Phase 1: Audit and Clean Your HubSpot Data Before Migrating

• Phase 2: Export Data from HubSpot

• Phase 3: Format and Clean HubSpot Data for GoHighLevel Import

• Phase 4: Import Data into GoHighLevel Step-by-Step

• Phase 5: Rebuild HubSpot Workflows in GoHighLevel

• Phase 6: Migrate Email Templates and Campaigns to GoHighLevel

• Phase 7: Recreate HubSpot Forms and Landing Pages in GoHighLevel

• Phase 8: Migrate Blogs and Media Files to GoHighLevel

• Phase 9: Connect Third-Party Integrations and APIs in GoHighLevel

• Phase 10: Train Your Team and Manage the Transition to GoHighLevel

• How to Test and Validate Your GoHighLevel Migration

• How to Handle Complex and Large-Scale HubSpot Migrations

• What Are the Most Common HubSpot to GoHighLevel Migration Mistakes?

• Ultimate HubSpot to GoHighLevel Migration Checklist

• Frequently Asked Questions (FAQ)

Map HubSpot Data and Terminology to GoHighLevel

Before extracting data, you must understand how data objects map between the platforms. Misalignment during this phase can lead to broken relationships between contacts and companies, or silent data loss.

Structural Mapping Table

How Long Does It Take to Migrate from HubSpot to GoHighLevel?

A typical HubSpot to GoHighLevel migration takes 1 to 8 weeks depending on data volume and complexity. To minimize business disruption, plan and schedule the migration during low-activity periods.

Recommended Migration Timeline by Company Size

Phase 1: Audit and Clean Your HubSpot Data Before Migrating

A successful migration is 90% planning. Do not skip this phase. Prior to importing or exporting, you must map your existing HubSpot data schema to GoHighLevel's architecture.

1. Audit and Clean Your HubSpot Data

• Audit Active Assets: Document all active contacts, companies, custom properties, fields, active workflows, email templates, sequences, active integrations, and connections.

• Clean HubSpot Database: Remove duplicate contacts and companies. Use HubSpot's built-in deduplication tool to merge duplicate contact records. Remove hard bounces, unsubscribes, duplicate contacts, and unengaged subscribers from your database to maintain high deliverability on your new GoHighLevel mail server.

• Archive Outdated Deals: Delete old, inactive, or irrelevant deals that do not need to be transitioned.

• Audit Ownership: Document users, teams, owner assignments, and active round-robin rules.

• Audit Lists & Segments: Record active/static lists and their specific segment criteria.

• Audit Email Assets: Document templates, sales sequences, subscription/marketing types, and active suppression/unsubscribe lists.

• Audit Forms & Pages: Track embedded forms, landing pages, thank-you pages, tracking scripts, and chat widgets.

• Audit Integrations: Identify every connected third-party tool (Stripe, QuickBooks, Zapier, Slack, Calendly, Facebook Lead Ads) and verify GHL equivalents.

• Decide on Historical Engagement Data: Decide which historical data (such as email opens from 3 years ago) is non-essential and can be left behind.

2. Define Your Migration Success Metric

Define your migration's definition of "done." For example: "All active leads, open deals, and the last 12 months of closed-won deals successfully imported; inbound forms and booking automations fully functional; email sending domain authenticated and warmed up."

3. Create a Full Backup of Your HubSpot Data

• Back up your HubSpot data: Perform a full backup of your HubSpot account before exporting or modifying anything. HubSpot allows exporting all property data. This is your safety net. Keep this backup secure.

• Keep HubSpot active post-migration: Keep your HubSpot account active in read-only mode for at least 30–60 days post-migration. This allows you to verify data, check historical information, and ensure nothing was missed during the transition.

4. Create a Master Mapping Spreadsheet

Create a master spreadsheet listing every custom property in HubSpot you need to retain (e.g., Lead Source, Industry, custom dropdowns), noting its field type (e.g., dropdown, text, number), and its corresponding equivalent field in GoHighLevel. Ensure that dropdown options in GoHighLevel match the internal values of HubSpot's dropdown properties exactly to avoid import failures.

5. Set Up Your GoHighLevel Account

• Choose the appropriate GoHighLevel plan ($97, $297, or custom agency tiers).

• Configure sub-account / location settings, custom branding, user accounts, and permissions. Map GHL user emails and usernames to match HubSpot owners, defining a default owner for unassigned or missing users.

• Configure messaging & deliverability:

    ◦ Email: Connect your email provider (e.g., LeadConnector, Mailgun, or custom SMTP). Reconfigure your domain's SPF, DKIM, and DMARC records to point to GoHighLevel's sending infrastructure.

    ◦ SMS/Phone: Provision local or toll-free phone numbers via LC Phone / Twilio and complete regulatory compliance settings.

• Set up Integrated Calendars, appointment types, availability blocks, and reminders inside GHL to replace HubSpot Meetings.

Phase 2: Export Data from HubSpot

To begin the physical migration, you must export your core CRM records from HubSpot in CSV format.

Step-by-Step Export Procedures

1. Export Contacts

• Navigate to CRM > Contacts (or Contacts > All Contacts) in your HubSpot dashboard.

• Select all records you wish to migrate.

• Click the Table Actions (or Actions) dropdown and select Export / Export View.

• Select CSV format (or XLSX). Select "Include all properties on records" to ensure no custom data or history is left behind.

• Ensure critical contact properties are captured:

    ◦ First Name, Last Name, Email, Phone Number

    ◦ Company Name, Website, Industry

    ◦ Lifecycle Stage, Lead Status, Original Source / Latest Source

    ◦ Notes, Tasks, and Interaction History

    ◦ Record ID (HubSpot Contact ID)

• For databases larger than 50,000 contacts, export in batches using list segmentation (e.g., segmenting by creation date or lifecycle stage) to avoid file size errors.

HubSpot Export Path: Contacts > All Contacts > Export > Format: CSV > Include: All Properties

2. Export Companies

• Navigate to CRM > Companies (or Contacts > Companies).

• Click Export, select CSV, and choose "Include all properties."

• Ensure the Record ID (HubSpot Company ID) is included.

HubSpot Export Path: Companies > All Companies > Export > Format: CSV

3. Export Deals (Pipelines)

• Navigate to CRM > Deals (or Sales > Deals).

• Switch to the list view, select the columns representing your deal stages, close dates, deal values, and associated contact properties.

• Click Export, select CSV, and choose "Include all properties."

• To preserve relational integrity, ensure you include: Deal Name, Amount, Close Date, Pipeline, Stage, Owner, Deal ID (Record ID), and associated Contact/Company emails.

• Note on Associations: HubSpot exports Deals and Contacts separately. You will need to use a VLOOKUP in Excel or Google Sheets to associate Deal IDs with Contact Emails before importing into GHL. You may need to export deals one pipeline at a time to preserve structuring.

HubSpot Export Path: Deals > All Deals > Export > Format: CSV > Include: All Deal Properties + Associations

4. Export Notes, Tasks, and Engagement History

Direct migration of email open/click history, live chat transcripts, and timeline activities via standard CSV is not natively supported. To migrate notes, tasks, historical activity logs, or call logs, you must:

• Perform a complete export of HubSpot analytics and store the files in a secure database or cloud warehouse for historical lookup.

• Utilize API integration tools like Zapier, Make.com, or specialized CRM migration services like Import2 to push timeline logs as historical notes.

5. Document Workflows

HubSpot workflows cannot be directly exported. You must manually audit each workflow:

• Take screenshots of each workflow.

• Document trigger conditions and record enrollment criteria.

• List all actions, delays, and branching/IF-THEN logic.

6. Export Email Templates

• Navigate to Marketing > Email.

• Clone each template, export the raw HTML, or save the designs while documenting your personalization settings.

Phase 3: Format and Clean HubSpot Data for GoHighLevel Import

Open your exported CSV files in spreadsheet software (Excel or Google Sheets) to resolve formatting discrepancies before importing. This process avoids import errors and prevents "vector noise" in your new CRM.

Important Data Formatting Requirements

• Deduplicate your records: Run your spreadsheet's deduplication tool on the Email and Phone columns. GHL uses the email address as the primary identifier to prevent duplicate contacts.

• Format phone numbers correctly: Convert your standard 10-digit US phone numbers to E.164 format (e.g., +1234567890) using this spreadsheet formula: =IF(LEN(A2)=10, "+1"&A2, IF(LEFT(A2,1)="1", "+"&A2, A2))

• Normalize date fields: Use ISO 8601 format (YYYY-MM-DD) and convert date formats using this spreadsheet formula: =TEXT(A2,"YYYY-MM-DD")

• Separate tags with commas: Use comma-separated values for multiple tags.

• Validate email addresses: Check all email statuses and remove invalid formats to preserve deliverability.

• Handle multi-company associations: Map the primary company name as a custom text field on the contact record during import since GHL operates on a single-company-per-contact model.

• Remove unused columns: Delete internal HubSpot system fields (e.g., HubSpot Owner ID, Create Date (UNIX), Modified Date) that have no equivalent in GHL.

How to Map HubSpot Fields to GoHighLevel Custom Fields

Use the following reference mapping to match standard HubSpot attributes with GHL elements. Pre-build custom fields for any properties not natively supported in GHL.

Example Tagging Strategy for Segmented Audiences

Converting HubSpot list membership into distinct GHL tags ensures your segmented audiences remain organized post-import:

• HS:Lifecycle:Lead

• HS:Lifecycle:MQL

• HS:Lifecycle:SQL

• HS:List:Webinar-Registrants

• HS:List:Customers

• HS:Source:OrganicSearch

Phase 4: Import Data into GoHighLevel

To maintain database integrity and relational links, execute your imports in this exact order:

Recommended Import Order: 1. Custom Fields Setup → 2. Pipelines & Stages → 3. Contacts (with tags/fields) → 4. Opportunities (Deals)

Step 1: Create Custom Fields in GHL First

Navigate to Settings > Custom Fields (or Settings > Custom Fields > Add Field) in your GHL sub-account. Recreate any HubSpot custom properties documented during your Phase 1 audit.

• Pro Tip: Use a consistent prefix naming convention like hs_[original_name] (e.g., hs_lifecycle_stage, hs_website). This makes field mapping easily auditable and helps your team identify migrated vs. native GHL fields.

Step 2: Recreate Pipelines and Opportunity Stages

Navigate to Opportunities > Pipelines (or Settings > Pipelines > Create New Pipeline). Recreate your HubSpot deal pipelines and stage names in GHL. Ensure the names, sequential order, and stage probabilities match HubSpot precisely to prevent deals from landing in incorrect stages or failing to import.

Step 3: Import the Contact CSV

1. Navigate to Contacts > Smart Lists (or Contacts > Contact List > Import Contacts) and click the Import Contacts icon (the upward-pointing arrow).

2. Upload your prepared, clean HubSpot contact CSV file.

3. Verify field mapping: GHL will attempt to auto-map standard fields. Manually verify that custom HubSpot properties map to your newly created GHL custom fields (e.g., mapping hs_website to your custom website field). Ensure HubSpot's "Email" maps exactly to GHL's "Email" to prevent duplicate creation.

4. Configure duplicate detection settings on the advanced settings screen:

    ◦ Match by email (recommended).

    ◦ Match by phone number.

    ◦ Choose whether to update existing records or skip duplicates.

1. Set default tags to identify and segment these contacts (e.g., apply a tag like hubspot-migration-2024, hubspot_import_2024, or HubSpot_Migration_2023). This allows you to easily isolate, audit, or bulk-delete the import if a mapping error is discovered.

2. Choose the import location if managing a multi-location sub-account, review the mapping preview, and click submit. Monitor the import progress and error logs.

Contact Import Best Practices

• Test import with a small sample (50–100 records) first.

• Import during off-peak hours to avoid system load.

• Keep the original HubSpot IDs in a custom field for future reference.

• Import in batches of 5,000–10,000 for large databases.

Step 4: Import Companies (if applicable)

1. Prepare a company CSV with proper formatting.

2. Create custom fields in GHL for company-specific data.

3. Import companies as contacts with a "Company" tag.

4. Link companies to contact records using custom fields.

Step 5: Import Deals as Opportunities

GoHighLevel handles pipeline opportunities differently than HubSpot's relational database. To import deals and link them to contacts:

1. Format your Deals CSV such that each deal row contains the primary contact's email address. Use a VLOOKUP in Excel or Google Sheets to associate Deal IDs with Contact Emails if they are exported separately.

2. Use GHL's Opportunities Import feature (or navigate to import contacts mapping to opportunity fields).

3. Map the contact email to associate the opportunity with the correct contact record. Map the deal name to the GHL Opportunity Title (Opportunity Name), map the deal stage to the correct GHL pipeline stage, and map the deal amount to GHL's standard Opportunity Value field. GHL will automatically associate the opportunity with the contact record based on the matching email address.

4. Recreate active deals manually if your deal volume is low. For complex, multi-pipeline setups, import deals one pipeline at a time to prevent crossover.

Phase 5: Rebuild HubSpot Workflows in GoHighLevel

Because HubSpot workflows use a different underlying logic and language (HubL) than GoHighLevel, there is no direct "one-click" migration. They cannot be directly exported or imported into GoHighLevel. They must be rebuilt manually using GoHighLevel's visual Workflow Automation builder under Automation > Workflows.

Converting Workflow Triggers and Actions

Enrollment Triggers Mapping

Workflow Actions Mapping

Recreating Workflows Step-by-Step

1. Navigate to Automation > Workflows in GoHighLevel and click Create Workflow.

2. Name the workflow to match your HubSpot system.

3. Map HubSpot enrollment triggers to GoHighLevel workflow triggers.

4. Convert HubSpot actions to GHL actions using the visual builder.

5. Replicate HubSpot delays using GHL "Wait" steps.

6. Add conditional splits for branching logic and configure your notifications or task creations.

7. Test the workflow with a test contact and activate it once verified.

Replicating Lead Scoring

1. Create a custom number field in GHL named hs_lead_score.

2. Build a workflow triggered by customer activities (e.g., email open, form submission, page visit).

3. Set actions within the workflow to increment or decrement the field value (e.g., "Math Operation: Add 5 to hs_lead_score").

4. Add a conditional block to notify sales reps if the score crosses your defined conversion threshold.

Workflow Migration Pro Tips

• Start with your most critical workflows first.

• Simplify complex workflows when possible.

• Use GoHighLevel's campaign builder for nurture sequences.

• Test extensively before activating.

• Document each workflow's purpose and logic.

Phase 6: Migrate Email Templates and Campaigns to GoHighLevel

Migrating Email Templates

1. Go to Marketing > Email Templates (or Marketing > Emails > Templates) in GoHighLevel.

2. Create a new template, choose one from the library, or use GHL's visual drag-and-drop Email Builder.

3. Export the static HTML block of your HubSpot email templates and paste the code into GHL's HTML Email Builder.

4. Recreate the template design and replace HubSpot's HubL personalization tokens with GHL tokens. Remove any spaces inside the curly braces: HubSpot Token {{ contact.firstname }} → GoHighLevel Token {{contact.first_name}}

    ◦ Standard GHL merge tags for personalization:

    ◦ {{contact.first_name}}

    ◦ {{contact.last_name}}

    ◦ {{contact.email}}

    ◦ {{contact.custom_field}}

1. Configure email settings (sender name, subject line), send test emails, and save.

Creating SMS Templates

GoHighLevel's distinct advantage is built-in SMS. Create native SMS templates for:

• Appointment confirmations and reminders

• Follow-up messages

• Promotional campaigns

• Lead nurture sequences

Recreating Campaigns

1. Navigate to Marketing > Campaigns (or create automated campaigns inside Workflows).

2. Create a new email or SMS campaign.

3. Select your target audience using tags/filters.

4. Choose your template, configure campaign settings, and schedule or send immediately. Rebuild automated HubSpot sequences as GoHighLevel Campaigns or Workflows with equivalent wait steps, trigger timing, and workflow exit conditions.

Phase 7: Recreate HubSpot Forms and Landing Pages in GoHighLevel

Recreate HubSpot Forms

1. Go to Sites > Forms in GoHighLevel and click Create Form.

2. Add form fields matching your HubSpot form. Configure field settings (required, validation, etc.).

3. Configure form submission actions (create/update contact, add tags, trigger workflow, send notification, or add to pipeline).

4. Customize form design and styling, generate your iframe or JavaScript embed code, test submissions, and replace the old HubSpot embedded forms on your external website with the new GHL embed codes.

Build Landing Pages and Funnels

1. Navigate to Sites > Funnels (or Sites > Websites).

2. Create a new funnel/website or choose a template.

3. Use the funnel builder to recreate your HubSpot landing pages.

4. Add sections, text, images, and forms. Alternatively, you can export the static HTML of your HubSpot page, clean out the HubL tokens, paste the code into GHL's custom HTML block, and replace the forms with native GHL forms.

5. Configure SEO settings, tracking/analytics pixels, connect your custom domain, publish, and test.

6. Replace the HubSpot tracking pixel on your external sites with the GHL tracking code to maintain page-view triggers and marketing attribution.

Manage Domain, DNS, and SEO Configurations

When migrating landing pages and CMS elements:

• Update DNS records to point to GoHighLevel.

• Set up SSL certificates for custom domains.

• Implement 301 redirects from old HubSpot URLs to maintain SEO equity and prevent losing search rankings.

• Update all internal and external links.

• Notify Google Search Console of URL changes.

Phase 8: Migrate Blogs and Media Files to GoHighLevel

Transfer Blog Posts

• Migrate your blog posts to a WordPress subdomain connected to GHL.

• Use the GHL page builder to design individual blog pages, or employ a headless CMS.

Migrate Files and Media

1. Download all images, PDFs, and document assets from HubSpot's File Manager (Settings > File Manager > Export).

2. Upload them to the GoHighLevel Media Library.

3. Update all URLs and file attachments across your email templates, funnels, and autoresponders.

Phase 9: Connect Third-Party Integrations and APIs in GoHighLevel

To maintain your operational workflows, reconnect your third-party integrations natively or via middleware:

Reconnect Common Integrations

• Connect Stripe or PayPal natively under GHL settings to manage invoices, funnels, and payment links.

• Sync Google Calendar/Outlook and reconfigure booking availability in the GHL integrated calendar.

• Reconnect Facebook, Instagram, and Google My Business under the GHL Social Planner.

• Link QuickBooks to GHL natively or via Zapier.

• Set up direct Facebook Lead Ads and Google Ads integrations to push leads straight into GHL pipelines.

• Set up Google Analytics and Facebook Pixel.

• Update webhook URLs on third-party systems to point to GoHighLevel endpoints.

Migrate Custom API Connections

If you are using custom HubSpot API integrations:

1. Review GoHighLevel REST API documentation (hosted at highlevel.stoplight.io). GHL's API supports programmatically creating contacts, opportunities, tasks, and custom field values.

2. Generate an API key in GHL settings.

3. Update your custom integration code with GHL endpoints.

4. Test API calls thoroughly and monitor usage and limits.

Developer API Integration Endpoints

• HubSpot API Endpoint: GET /crm/v3/objects/contacts

• GoHighLevel API Endpoint: POST /contacts/upsert

Note on Historical Notes: Using custom API scripts allows developers to write historical interaction logs as notes or activities on individual GHL contact records—a feature not supported by CSV imports.

Address Custom Objects and Relational Limitations

HubSpot supports relational data (Contacts ↔ Companies ↔ Deals ↔ Tickets ↔ Custom Objects). GoHighLevel is structurally contact-centric.

• Model custom objects as custom fields, opportunities within specialized pipelines, or custom contact tags in GoHighLevel if you use custom HubSpot objects.

• Build a custom pipeline to manage customer service issues since GHL does not support a native "Tickets" object.

• Manage company hierarchies across separate Sub-Accounts if they represent distinct business entities, as GHL does not natively support complex parent-child relations.

Set Up Automated Middleware with Zapier and Make

If you have complex integrations, want to run both CRMs simultaneously during a transition period, or need to automate the migration of complex relational data (such as associating Deals with Contacts), you can use middleware like Zapier or Make (Integromat) to trigger automated synchronization:

• Set a trigger for when a new contact or deal is updated in HubSpot.

• Define an action to create or update the corresponding Contact and Opportunity in GoHighLevel.

Phase 10: Train Your Team and Manage the Transition to GoHighLevel

Implement the Team Training Checklist

• Schedule GoHighLevel overview training sessions for team adoption.

• Provide access to GHL Academy resources.

• Create custom documentation for your specific workflows.

• Train users on:

    ◦ Contact management differences

    ◦ The Conversation Inbox

    ◦ SMS and calling features

    ◦ Pipeline and opportunity/deal management

    ◦ Reporting and analytics dashboards

Manage the Parallel Running Period

For a smooth transition, run both systems simultaneously:

• Run both platforms during weeks 1–2 to gradually shift operations and direct new leads only to GoHighLevel.

• Transition fully to GoHighLevel during weeks 3–4 by running a final delta export, setting HubSpot to read-only, and eventually canceling the subscription.

How to Test and Validate Your GoHighLevel Migration

Before launching GHL and turning off HubSpot, run this systematic QA protocol:

Run the Data Validation Process

1. Export your contact list from GoHighLevel.

2. Compare record counts directly with the HubSpot export. Total contact counts should match within a 1–2% tolerance.

3. Spot-check 25–100 random contacts for data accuracy (names, custom fields, tags, and pipeline associations).

4. Verify critical custom fields transferred correctly.

5. Check that tags and segmentation are accurate.

6. Confirm deal and company associations are correct.

Perform QA Validation Tests

• Submit test leads through every live GHL form to confirm they land in the CRM with correct tags and trigger the proper automations.

• Enroll test contacts manually in all rebuilt workflows to verify that emails, SMS, task creations, and pipeline stage changes execute smoothly.

• Send test emails from GHL to Gmail, Outlook, and Yahoo to confirm they avoid spam folders and that unsubscribe links work.

• Schedule a test meeting to verify the booking adds to GHL, triggers notification emails, and moves the pipeline stage.

• Run test transactions through Stripe to confirm webhook triggers function properly.

Execute the Cutover Plan

1. Freeze HubSpot usage by stopping active editing or defining a strict cutover window.

2. Export and import final delta files for any contacts or deals modified since your primary import.

3. Swap live assets by replacing all embed codes (forms, calendars, tracking codes) with their GHL equivalents.

4. Monitor systems closely for active lead capture, notifications, and outgoing emails for 48–72 hours.

5. Set HubSpot to read-only state for 30 days before cancelling your account entirely.

How to Handle Complex and Large-Scale HubSpot Migrations

Migrating Large Databases (100,000+ Contacts)

• Split data into multiple CSV files (10k records each) to ensure smooth system processing.

• Import during off-peak hours to avoid system load.

• Use API for programmatic import if CSV limits are reached. API-based migration is more reliable for large scales because it features native error handling, rate limiting, and batch processing.

• Prioritize active contacts first, and archive or import cold contacts separately.

• Monitor system performance and plan for 3–5 days of staged imports.

Migrating Complex Workflows

For HubSpot workflows with extensive multi-branching logic:

1. Map out the complete workflow visually.

2. Identify decision points and conditions.

3. Break complex workflows into smaller, modular GHL workflows if needed.

4. Use tags to track workflow progression.

5. Leverage GoHighLevel's workflow conditional splits.

6. Test each branch independently and document the workflow logic.

Managing Agency and Multi-Client Migrations

• Create a separate sub-account for each client.

• Use GHL's Snapshot feature to replicate common setups (pipelines, custom fields, workflows, forms) instantly across accounts.

• Maintain consistent naming conventions across all accounts.

• Set up agency-level reporting dashboards.

• Configure white-label settings per client.

• Migrate one client at a time to manage complexity.

• Create a repeatable migration playbook for your team.

What Are the Most Common HubSpot to GoHighLevel Migration Mistakes?

Pitfall #1: Missing Custom Properties During Import

• Problem: Phone numbers, dates, or custom fields don't import correctly, or CSV column data is silently dropped.

• Solution: Create all custom fields under Settings > Custom Fields prior to starting your import. Use spreadsheet formulas to standardize formats before import. Validate data with small test imports first.

Pitfall #2: Broken Email Personalization

• Problem: Leaving HubSpot's HubL spacing ({{ contact.firstname }}) in your email templates will display broken text in GHL.

• Solution: Use GHL's search-and-replace to format all tags to GHL syntax ({{contact.first_name}}), removing any spaces inside the curly braces.

Pitfall #3: Phone Number Format Mismatches

• Problem: Standard numbers without country codes may fail when triggering GHL automated SMS/calling features.

• Solution: Always run a CSV find-and-replace formula to clean up phone fields into E.164 format (+1XXXXXXXXXX) before importing.

Pitfall #4: Pipeline Stage Mismatches

• Problem: If your HubSpot deal stages do not match your GHL pipeline stages exactly, opportunities will import into incorrect columns or fail to import entirely.

• Solution: Recreate and match GHL stage names and sequential order to HubSpot before running your deal import.

Pitfall #5: Losing Historical Engagement Logs

• Problem: GHL does not import historical email opens, clicks, or web form analytics natively via CSV.

• Solution: Perform a complete export of HubSpot analytics and store the files in a secure database or cloud warehouse for historical lookup. Use specialized API scripts if historical logging is mandatory.

Pitfall #6: Failing to Authenticate DNS Records

• Problem: Emails sent from GoHighLevel end up in spam initially.

• Solution: Properly configure domain authentication (SPF, DKIM, DMARC) in GHL settings before launching active campaigns. Warm up the new email domain and start with engaged subscriber segments.

Pitfall #7: User Adoption Resistance

• Problem: Team struggles to adapt to GoHighLevel's interface and workflows.

• Solution: Invest in comprehensive training. Create internal documentation. Assign GHL champions within your team. Provide ongoing support.

Ultimate HubSpot to GoHighLevel Migration Checklist

Pre-Migration (Weeks Before)

• Complete data audit and cleanup in HubSpot (deduplicate, delete inactive/bounced).

• Define migration success metrics.

• Export all contacts, companies, and deals with Record IDs.

• Run VLOOKUPs to associate Deal IDs with Contact Emails in spreadsheet software.

• Document all workflows and automations (triggers, actions, branching logic).

• Export email templates and save designs/HTML.

• List all active integrations.

• Set up GoHighLevel account and configure sub-account basics.

• Recreate pipelines and stages in GHL.

• Create custom fields in GHL (using consistent prefixing like hs_).

• Clean and format CSV files (Normalize phone numbers to E.164, format dates to ISO YYYY-MM-DD).

• Configure DNS records (SPF, DKIM, DMARC) and SMS/phone settings in GHL.

• Schedule team training sessions.

• Notify stakeholders of migration timeline.

• Perform a final, complete backup of your HubSpot account and save files securely.

Migration Week

• Import contacts in batches (test with 50-100 first).

• Verify data accuracy after each import (spot-check random records).

• Import deals as GHL Opportunities, linking them to contacts via emails.

• Rebuild critical workflows and automations in GHL's builder.

• Recreate email and SMS templates in GHL (convert tokens to {{contact.first_name}}).

• Set up forms and landing pages in GHL.

• Swap out all HubSpot embedded forms and tracking scripts on your live websites with GHL equivalents.

• Reconnect third-party integrations (Stripe, Calendars, Facebook, etc.).

• Conduct comprehensive QA testing (forms, workflows, email deliverability, bookings, integrations).

• Train team on the new GHL system.

• Set up reporting dashboards.

• Freeze HubSpot (set to read-only/no active edits).

• Run final delta export/import for any contacts or deals modified since primary import.

Post-Migration (First Month)

• Monitor all automations and execution logs closely.

• Check email deliverability rates and warm up domain if required.

• Verify form submissions and calendar bookings are working.

• Test SMS and calling features.

• Address any data issues or workflow errors immediately.

• Gather team feedback and optimize dashboards/usability.

• Keep HubSpot active in read-only mode for 30–60 days before cancelling subscription.

• Conduct 30-day performance and data quality review.

Frequently Asked Questions (FAQ)

Can I migrate HubSpot Notes and Tasks to GoHighLevel?

Native CSV imports do not support notes and tasks easily. To migrate these, it is recommended to use API integration tools like Zapier, Make.com, or specialized CRM migration services like Import2.

How long does it take to migrate from HubSpot to GHL?

• Standard Agency Setup / Basic Portals: Data migration takes 2–4 hours; workflow and asset reconstruction takes 3–7 days (for portals under 50,000 contacts). Overall, for a small business, it can range from 1 week to a month.

• Enterprise / Complex Portals: Portals with multiple pipelines, complex logic, and heavy email marketing (100k+ records) take 4 to 8 weeks.

Will I lose my SEO rankings if I move my blog from HubSpot to GoHighLevel?

If you are migrating your CMS alongside your CRM, ensure you set up 301 redirects in GoHighLevel to maintain your SEO equity.

What data is hardest to migrate from HubSpot to GHL?

Historical engagement data (email open/click history), granular activity timelines, and call logs are the most difficult to move as they do not have a direct import path and require custom API work. HubSpot Workflows are impossible to migrate automatically and must be rebuilt manually.

Can I hire someone to migrate from HubSpot to GoHighLevel?

Yes, many certified GHL agencies and freelancers specialize in CRM data migration services. If you have a large dataset or complex setup, hiring a professional can save time and prevent costly errors.

Will I lose data when switching from HubSpot to GHL?

You will not lose core CRM data (contacts, company names, deals, tags, custom fields) if you properly clean, prepare, and map your CSV files before importing. However, native performance analytics, form submissions history, and email tracking metrics do not transfer. Keep an offline backup of your HubSpot exports.

Do I need a developer to migrate from HubSpot to GoHighLevel?

Simple migrations (contacts, single pipelines, basic automations) can be handled by a marketing operations team using GHL's visual tools. Large, complex migrations involving API syncs, custom webhooks, or massive datasets (100k+ records) benefit from a GoHighLevel developer or migration specialist.

Can I use the GoHighLevel API for migration instead of CSV?

Yes, GHL's REST API supports programmatically creating contacts, opportunities, tasks, and custom field values. For migrations exceeding 50,000 contacts, API-based migration is more reliable because it features native error handling, rate limiting, and batch processing.

What happens to my HubSpot forms embedded on external websites?

HubSpot forms will stop capturing data once you cancel your HubSpot account. You must swap out all HubSpot embed scripts for GHL iframe or JS codes on all external pages before cancelling.

How do I handle multi-company associations in GoHighLevel?

HubSpot supports many-to-many contact-company relationships. GoHighLevel primarily links a contact to a single company. Map the primary company name to GHL's standard company field or a custom text field during import to resolve this.

How does GoHighLevel handle HubSpot's Parent-Child company relationships?

GoHighLevel does not natively support complex multi-tier parent-child company hierarchies in the same manner as HubSpot Enterprise. In GHL, contacts are typically associated with a single Company Name field, or managed across separate Sub-Accounts if they represent distinct business entities.

Can I migrate my HubSpot landing pages and funnels to GoHighLevel?

You cannot directly import HubSpot CMS pages. However, you can copy your custom HTML/CSS code from HubSpot and paste it into GHL's custom HTML block, or simply rebuild the layouts directly inside GHL's Funnel/Website Builder.

Will my HubSpot email templates transfer to GHL?

No, email templates must be recreated. You can copy the HTML code from your HubSpot marketing emails and paste it into GoHighLevel's HTML email builder under Marketing > Emails > Templates.