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Migrate from HubSpot to Orbit

“Migrate from HubSpot” spans the same split the Salesforce migration does — a CRM is a system of record, not a send pipe. Pick the row that matches what you actually need: The connector is identical either way. What changes is how long it stays, and what you rebuild natively. The sections below are ordered for a consolidation; sections 1–3 are just as useful for a side-by-side setup, since you run them in both cases anyway.

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1. What’s exported from HubSpot — before you change anything

Export from HubSpot while both sides still have full data:
  • Contacts — a CSV of the portal’s contact list, with the properties your segments use (Email, Phone, lifecycle stage, your hubspot:* custom properties). Include hs_lead_status and your marketing-consent field.
  • Companies — the account dimension, mapped into the CDP accounts entity for linked audiences.
  • Deals — history, not a daily workflow in Orbit. Your pipeline view is rebuilt natively only if you need to segment on it; otherwise archive.
  • Lists — static lists export as CSVs directly; active lists export via a filtered view. The distinction matters: a static list is over, an active list moves.
  • Marketing emails and templates — there is no per-template export; rebuild templates in Orbit per the email lifecycle guide.
  • Workflows — HubSpot workflows do not export. Rebuild each in Orbit as a flow, a campaign journey, or a journey from prompt starting from a plain-language description of the goal.
Keep the exported CSVs — they are the audit spine if a row doesn’t reconcile after the relink.

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2. Connect HubSpot to Orbit (OAuth, admin-only)

The connection is the Nango OAuth integration. Owner/admin role required — it touches provider credentials.
The response returns an auth_url; redirect the browser to it and complete the OAuth consent. Inbound sync then runs on two paths — a scheduled poller, and real-time via POST /api/v1/integrations/webhooks/hubspot (once you add that URL to your HubSpot App’s webhook subscriptions). Both populate the Orbit contact book. Verify the connection landed:
Link fields populate on each contact — email, phone, first/last name, lifecyclestage, and your hubspot:-namespaced custom attributes. The identifier link is written as attributes.hubspot_id on each contact. Orbit also handles the outbound write-back automatically — a contact change in Orbit enqueues a hubspot-contact-push and the patch only lands in HubSpot if the contact is linked (no link → not_linked + audit, never an exception).

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3. Recreate your audiences in Orbit

A HubSpot list is a live object — moving it means recreating it as a native Orbit segment, or pointing a campaign at the list while HubSpot is still live: Rebuild lists before you retire the HubSpot portal — a campaign that points at a HubSpot list works only while the connection is live. While HubSpot stays live, Orbit writes every new message and call back into the contact’s engagement timeline — a HubSpot user opens a Contact and sees Orbit SMS/WhatsApp/voice/email mixed chronologically with the portal’s native touches. Fail-open per the CRM activity logger design — a HubSpot outage never blocks an Orbit send. The provider mapping is: Enable when the two run side-by-side; skip it if you’re cutting HubSpot inside a month.

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5. Rebuild the daily workflow in Orbit

HubSpot’s marketing, sales, and service surfaces map to Orbit’s own products: Rebuild gradually — leave HubSpot live while you move one workflow over at a time and harden it. The seven-step cutover runbook applies unchanged; the only HubSpot-specific detail is which lists step 3 and which write-back flag step 6 close out.

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6. Reconcile, then cut over

The generic seven-step cutover in Migration playbook hub works as-is; these are the HubSpot-specific checkpoints to hang off it:
  1. Freeze sends in HubSpot — Marketing Hub campaigns, Sales sequences, form-triggered automation; whatever sends. Verify the HubSpot portal’s active sends read empty while Orbit keeps flowing on the split.
  2. Redirect webhooks — verify POST /api/v1/integrations/webhooks/hubspot against your HubSpot App’s signature verification (X-HubSpot-Signature-v3); if your own receiver mirrors Orbit events, replay a message.delivered against the X-Orbit-Signature HMAC.
  3. Swap API keys — cut your own integration (if any) onto an Orbit key; the OAuth connection to HubSpot itself stays until decommission.
  4. Flip sender identity — the production sender moves to Orbit’s numbers; email sender verification moves to Orbit’s domain auth.
  5. Watch the first-hour parity window — delivery-rate parity on the split class before decommission.
  6. Hold the fallback warm — keep the portal connected for one billing cycle if needed; the connector revokes independently from closing the portal.
  7. Decommission — verify no live sends in HubSpot, no webhook subscriptions pointing at Orbit you still need, and your exported CSVs reconcile with what Orbit reports imported. Then close the portal.

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7. Operate after the migration

Once cut over, the ongoing surfaces that keep the migration honest:
  • Settings → Migrations — the job history for every import run lives here, with status and rollback. Monitor, cancel, and roll back platform migrations.
  • Audit ledger — every relink, write-back push, rollback, and webhook receipt lands in the audit log; the success and failure markers are crm.contact.pushed_to_hubspot and crm.contact.push_failed_hubspot.
  • Suppression and consent state — HubSpot subscription types and unsubscribe lists must exist in Orbit’s per-channel suppression before decommission. Opt-out lists covers how Orbit enforces it.
  • Sync health — if you left HubSpot connected as a record, GET /api/v1/integrations/{id}/status reports the per-sync last_sync timestamp; Settings → Integrations → HubSpot → Status surfaces the same.
Consolidating off HubSpot entirely, or running both for a season? The solutions team works HubSpot offloads regularly — migrate@devotel.io with your portal shape and traffic mix gets you the same dual-run plan the sections above assume.