Seamless CRM Migration: How Skyvia Helped a Leading Hotel Management Company Move to HubSpot

Challenge

This case study highlights how Skyvia served as the cornerstone for a complex CRM data migration project, enabling a seamless transition of critical customer data from an existing CRM to HubSpot CRM for a prominent hotel management services company.

• Companies (customers, prospects, partners)
• Contacts
• Sales leads and deals
• Calendar events and meetings
• Tasks and notes
• Email conversations
• Support tickets

The migration faced several critical hurdles:

• Data Quality Issues: Duplicate contact records with the same email caused significant inconsistencies.
• Complex Data Structure: Email conversations were stored across three separate tables, each containing different elements, complicating the migration.
• Tool Limitations: HubSpot’s native import tool couldn’t handle bulk data efficiently.
• API Constraints: HubSpot API restrictions required a flexible, nuanced approach to ensure accurate data transfer.

This scenario demanded a robust, scalable solution capable of handling both the volume and complexity of the company’s CRM data.

Solution

Skyvia proved instrumental in overcoming the migration challenges, serving as an all-in-one platform that managed the entire process — from data extraction and cleaning to transformation and final import. Its capabilities were leveraged across all critical phases of the project:

Phase 1: Precision Email Extraction

Using Skyvia’s API connections, all email records were efficiently extracted from the legacy CRM, ensuring comprehensive and accurate data retrieval.

Phase 2: Intelligent Data Analysis & Transformation Planning

Before finalizing the migration plan, Skyvia was used for in-depth inspection and pre-analysis of the source data. With its SQL Query tool and visual query builder, the team could identify relevant objects, preview data, spot duplicates, evaluate missing values, and define transformation rules to align the legacy CRM with HubSpot’s data model.

Phase 3: Streamlined Basic Data Cleaning

Insights from Skyvia guided the removal of obvious duplicates and correction of simple format errors, laying the groundwork for more complex transformations.

Phase 4: Data Transformation, Matching, and Formatting

Skyvia’s advanced features enabled:

• Merging Structural Duplicates: Consolidating duplicated records caused by legacy CRM structures.
• Advanced Data Matching: Applying sophisticated logic to unify disparate datasets into accurate HubSpot records.
• Data Type & Format Conversion: Aligning field types and formats with HubSpot requirements.
• Custom Property Mapping: Mapping legacy fields to existing or newly created HubSpot properties.

Phase 5: Data Import to HubSpot

Skyvia facilitated seamless uploading of processed CSV files from Google Drive, supporting Insert, Update, Upsert, and Delete operations. The overnight imports ensured all data was ready for use by the next morning.

Phase 6: Rigorous Migration Testing & Verification

Skyvia provided detailed logs throughout the process, enabling efficient troubleshooting and ensuring the accuracy, completeness, and usability of migrated data within HubSpot.

Results

Throughout the project, Skyvia enabled the team to:

• Perform precise data extraction across all relevant CRM objects, including companies, contacts, deals, tasks, emails, and support tickets.
• Analyze and map complex datasets, uncovering duplicates, missing values, and inconsistencies before the final migration.
• Streamline data cleaning and transformation, merging structural duplicates, converting formats, and mapping legacy fields to HubSpot properties.
• Import data efficiently into HubSpot with flexible operations such as Insert, Update, Upsert, and Delete, all handled securely and automatically.
• Monitor and verify migration accuracy through detailed logs, ensuring a seamless transition without errors or data loss.