Who This Is For / When to Use
This guide is for businesses and agencies moving from HubSpot to Kyrios Systems who need to migrate contacts, pipelines, automations, and marketing assets while preserving operational continuity.
Before You Start (Migration Preparation)
Review Your HubSpot Setup
List active HubSpot tools in use (CRM, Marketing, Sales, Service, Automations).
Document critical workflows, triggers, actions, and delays.
Note connected communication channels (email, calling, SMS).
Define Migration Scope and Goals
Decide what must be migrated versus rebuilt.
Prioritize high-impact data (contacts, deals, pipelines, workflows).
Set success criteria (data accuracy, automation parity, cost reduction).
Back Up HubSpot Data
Export all required data before migration.
Store backups securely to prevent data loss.
Step 1: Export Data from HubSpot
Contacts and Companies
Go to Contacts → Contacts and CRM → Companies in HubSpot.
Export records as CSV files.
Deals and Pipelines
Navigate to Sales → Deals.
Export pipelines and associated deals.
Marketing Assets
Export email templates (HTML).
Export workflows and automation logic (for reference).
Download landing page HTML files and form configurations.
Products and Invoices
Export product catalogs.
Export invoices created using HubSpot payments.
Step 2: Import Data into Kyrios Systems
Import Contacts and Companies
Go to Contacts → Import Contacts in Kyrios Systems.
Upload CSV files.
Map fields (first name, last name, email, phone, custom fields).
Recreate Pipelines and Deals
Navigate to Opportunities → Pipelines.
Create pipelines that match HubSpot stages.
Import deals or manually recreate them as needed.
Products and Invoices
Go to Payments → Products.
Recreate product listings.
Configure invoices and payment links using Kyrios invoicing tools.
Step 3: Migrate Workflows and Automations
Review Existing HubSpot Workflows
Identify all active workflows.
Document triggers, conditions, actions, and delays.
Flag workflows that use branching or advanced logic.
Rebuild Workflows in Kyrios Systems
Go to Automations → Workflows.
Configure equivalent triggers (form submissions, contact updates, tags).
Add actions such as:
Send email or SMS
Update contact or opportunity fields
Add or remove tags
Move pipeline stages
Add delays and conditional logic as required.
Test Automations
Run test contacts through workflows.
Confirm actions execute in the correct order.
Step 4: Migrate Marketing Campaigns
Email Campaigns
Import or rebuild email templates under Marketing → Email Campaigns.
Update links, personalization tokens, and automation triggers.
Landing Pages and Forms
Rebuild landing pages using Sites → Landing Pages.
Recreate forms and connect them to workflows.
Campaign Configuration
Link emails, landing pages, and forms.
Define goals, tracking, and attribution settings.
Step 5: Migrate Communication Tools
Calling and SMS Setup
Go to Settings → Phone Numbers to configure calling.
Enable SMS where applicable.
Attach communication actions to workflows in Automations → Workflows.
Conversations Inbox
Navigate to Conversations → Inbox.
Connect email, SMS, and supported messaging channels.
Verify routing and assignment rules.
Step 6: Final Validation and Training
Validate Data and Automations
Compare HubSpot and Kyrios records for accuracy.
Confirm workflows, campaigns, and inboxes are active.
Train Your Team
Review UI and workflow differences.
Train users on CRM, inbox, and automation usage.
Monitor and Optimize
Monitor performance after go-live.
Optimize workflows and campaigns based on results.
Step 7: Decommission HubSpot
Parallel Run (Recommended)
Run HubSpot and Kyrios in parallel temporarily.
Gradually shift operations fully to Kyrios Systems.
Cancel HubSpot Subscription
Confirm all required data is migrated.
Cancel HubSpot only after Kyrios is fully operational.
Post-Migration Review
Review migration outcomes.
Document lessons learned and optimization opportunities.
Common Issues and Fixes
Issue: Missing or Incorrect Data After Import
Fix: Recheck CSV field mapping and re-import affected records.
Issue: Workflows Not Triggering
Fix: Confirm trigger conditions and required fields exist in Kyrios Systems.
Issue: Email or SMS Not Sending
Fix: Verify sender configuration and communication channel setup.