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Marketing analytics and attribution
Merging Two HubSpot Portals into One Without Disrupting Sales
ROIVenue is a Czech marketing analytics and attribution platform. After joining the ScanmarQED group, it ran HubSpot on a separate subscription from its parent company.
- Client
- ROIVenue
- Industry
- Marketing analytics and attribution
- Service
- HubSpot portal merge
- Teams
- Sales, marketing, product
- Delivery time
- About 1.5 weeks
- Status
- Completed in November 2023
- Technology
- HubSpot
Summary
After joining the ScanmarQED group, ROIVenue had to move into its parent company's HubSpot before its own subscription ended. In about a week and a half we moved data, forms, workflows and pipelines, and the team switched over from one day to the next without disruption.
- Source portal audit and mapping approved by the client.
- An asset owner property keeps both companies' data apart.
- New form embed codes and tokens for the product integration.
How it worked before and how it works now
- Portals Two separate HubSpots One shared HubSpot
- Data Split across two portals Asset owner on every object
- Workflows In the source portal Migrated with new triggers
- Product Connected to the old portal New tokens and form codes
BeforeBoth companies worked in two separate HubSpot portals.
NowThe team works in one shared portal and both companies' data stays distinguishable.
The Challenge
ROIVenue needed to move into its parent company's HubSpot before its own subscription ended, which left less than two weeks. Both portals were in daily use, ROIVenue's product also used data from HubSpot, and the team could not afford a break in sales or marketing.
Project goals:
- Move contacts and companies with their history, so it stays clear which data belongs to which company.
- Move deals and both pipelines and fit them into the parent company's structure and lifecycle stages.
- Move workflows and forms without losing their function.
- Keep the team working in the old portal until the very last day.
Step by step
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Audit and mapping of the source portal
We audited ROIVenue's portal and mapped about 250 properties, active forms, workflows and deal pipelines, each in a sheet the client approved before anything moved.
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Data structure first, records second
We created the data structure in the target portal and then migrated contacts, companies, deals and forms with their property values. Owners were remapped to users in the target portal.
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Rules that keep the data apart
A new "asset owner" property marks every ROIVenue form, contact, company and deal, and the migrated workflows use it in their triggers. Deals were sorted by the client's rules: active deals moved into the sales pipeline at the right stage, early-stage leads stayed as contacts with the correct lifecycle stage.
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Workflows, forms and product integration
We rebuilt workflows and chatflows in the target portal and prepared new form embed codes and HubSpot tokens for ROIVenue's IT and product team, including a call on the changed IDs in the product integration.
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Switch-over
The team used its original HubSpot until the last day before the migration and worked in the shared portal from the next day on.
The Result
ROIVenue moved into one shared HubSpot before its subscription ran out, with data, automation and pipelines intact and no break in the team's work.
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2 portals into 1One shared HubSpot for both companies.
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About 250 propertiesMapped and migrated.
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About 1.5 weeksFrom start to switch-over.
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One-day switchNo impact on daily work.
We worked with Forecom to migrate 2 HubSpots into one account that would preserve the functionality of both. The collaboration was very comfortable because they came up with their own solution and carried it out within (tight) deadlines, while keeping in mind our already established processes. They ensured a smooth transition where team members were able to fully use their current HubSpots until the last day before the migration and from the second day onwards started using one common HubSpot without any negative impact on their workflow. We were very pleased with the activities they provided and can recommend working with them.
Conclusion
After an acquisition, two HubSpot portals often have to become one under time pressure. ROIVenue shows that with a careful audit, client-approved mapping and clear rules for telling the data apart, the switch can happen from one day to the next.
Frequently asked questions
How do you merge two HubSpot portals into one?
For ROIVenue we first mapped the source portal's properties, forms, workflows and pipelines and had the mapping approved. Then we built the structure in the target portal and migrated records with their property values.
How do you keep two companies' data apart in one HubSpot?
For ROIVenue we introduced an asset owner property on forms, contacts, companies and deals. The migrated workflows use it in their triggers, so the data stays separated.
How long does a migration between HubSpot portals take?
ROIVenue had less than two weeks before its subscription ended. The migration took about a week and a half and the team moved to the new portal from one day to the next.
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