Cohesive is a technology solutions business that needed to consolidate years of Salesforce data into HubSpot following its acquisition of Vetasi.
The challenge
After acquiring Vetasi, Cohesive needed to bring the acquired business’s CRM data into its existing HubSpot account.
Vetasi had been operating in Salesforce for many years, which meant there was a large volume of historic data to migrate. The project was not simply a case of exporting records & importing them somewhere new.
Salesforce & HubSpot structure data differently, so the migration needed careful planning to make sure records, properties, associations & historic context ended up in the right place.
The key challenge was to move the data accurately, with minimal disruption to the team & no loss of business-critical information.
Cohesive needed a migration process that could:
- Scope exactly what data needed to move
- Map Salesforce objects into the correct HubSpot structure
- Review hundreds of properties across multiple objects
- Test the migration before committing fully
- Complete the final migration without disrupting business as usual
What we did
We managed the Salesforce to HubSpot migration as part of a wider HubSpot consultancy project for Cohesive.
Our role was to plan, map, test & deliver the migration so Vetasi’s data could be consolidated into Cohesive’s HubSpot account with confidence.
Migration scoping
We started by working with Cohesive to define the scope of the migration.
This meant understanding which data needed to be moved, what could be left behind, whether any clean-up was required & how the source data should be represented in HubSpot.
- Scoped the Salesforce data to be migrated
- Reviewed which objects were required
- Identified where data clean-up may be needed
- Agreed how records should map into HubSpot
This gave the project a clear structure before any data was moved.
Object & property mapping
Once the scope was agreed, we completed a detailed data mapping exercise.
This involved mapping Salesforce objects to the correct destination objects in HubSpot, then reviewing the fields that sat underneath them.
We worked through hundreds of properties across several objects, checking where each piece of information should live in HubSpot.
- Mapped Salesforce objects into HubSpot objects
- Reviewed hundreds of source properties
- Matched fields to the correct HubSpot properties
- Checked object relationships & data structure
This was the most important part of the project. Accurate mapping meant the final migration would preserve the meaning, structure & usefulness of the data.
Review & quality checking
Before running the migration, we reviewed the mapping in detail with the Cohesive team.
The mapping was checked, double checked & triple checked to reduce risk before any data moved into the live HubSpot account.
- Reviewed mapping with the client team
- Checked destination properties carefully
- Confirmed object-level logic
- Reduced risk before migration began
This gave both teams confidence that the migration plan was sound.
Test migration
We then ran a test migration using 10% of the Salesforce data.
This allowed both Incremental & Cohesive to inspect the migrated records inside HubSpot before the full migration was completed.
- Migrated 10% of the data as a test
- Reviewed records inside HubSpot
- Checked data populated correctly
- Confirmed there were no issues before full migration
The test migration was successful, with the data appearing accurately in the destination HubSpot account.
Full migration
Once the test migration had been reviewed & approved, we planned the full migration around business operations.
The final migration was completed out of hours & over a weekend. This gave us time to monitor the process, make any required adjustments & reduce the risk of disruption for the team.
- Scheduled the migration outside working hours
- Completed the full Salesforce to HubSpot migration
- Monitored the data transfer closely
- Ensured the team could resume work in HubSpot on Monday
As with the test migration, the full migration completed successfully, with the data arriving in HubSpot as planned.
The outcome
Cohesive successfully consolidated Vetasi’s Salesforce data into its HubSpot account.
Years of CRM data were moved into HubSpot cleanly, with records, properties & object structures landing where they needed to be.
The project delivered:
- Salesforce data consolidated into HubSpot
- Hundreds of properties mapped carefully
- 10% test migration completed successfully
- Full migration delivered out of hours
- No issues recorded during test or full migration
- Minimal disruption to business as usual
Most importantly, the Cohesive team were able to start the new working week with Vetasi’s data available inside HubSpot, ready to continue their workflows in one consolidated CRM.
For a post-acquisition business bringing systems together, the project created a cleaner CRM foundation & removed the need to keep historic Salesforce data siloed away from the wider HubSpot operation.
