Migrating data from Pipedrive to HubSpot

A data migration from a subsidiary of a healthcare player to HubSpot CRM

Importing and exporting data between CRMs can be a real challenge. A major healthcare player needed technical support to migrate all their subsidiary's data from Pipedrive to HubSpot CRM. They called on Make the Grade to make their data migration a reality.

Migrating all its data to HubSpot CRM while preserving its history

Our customer, who prefers to remain anonymous for security reasons, uses his technological expertise to support healthcare establishments in their digital transformation.

It designs and offers a range of innovative, simple and intuitive solutions to enable in-house teams and healthcare professionals to better welcome patients, better support them and better communicate.

A subsidiary of this group, a publisher of patient portals supporting the digital transformation of the medical world, was acquired by it, and the subsidiary's employees were initially using CRM Pipedrive.

Considering that the group were already HubSpot users, their main objective was to transfer all their data from Pipedrive to HubSpot.

The healthcare player's 4 challenges:

• Structure a data migration strategy from Pipedrive to HubSpot
.
• Realize change management for subsidiary teams adapted to all types of CRM users
• Create commercial synergies between group entities
• Centralize data, tools, and marketing and sales teams

3 concrete actions to support the transition of subsidiary data to HubSpot CRM

Action 1 : editing and delivery of CRM specifications

The first step in this project is to create the specifications. A written document bringing together all the customer's technical requirements.

For the healthcare group, it contains:

• Interviews and transmission of user challenges/needs
.
• An audit of imports carried out and Data Mapping
• Drafting of technical specifications to be deployed
• Definition of parameters to be customized within CRM

Interviews and transmission of user challenges/needs

The user needs approach is a crucial step in the specification process.

We conducted in-depth interviews with the subsidiary's teams. These interviews were carefully designed to record their experiences, their challenges and their specific needs with regard to data imports and exports.

This is a very important step in the process.

By taking this approach, we were able to gain valuable insights directly from stakeholders to better structure the data migration from Pipedrive to HubSpot. By understanding the challenges they faced on a day-to-day basis, and identifying the essential features to improve their efficiency, we were able to propose tailored solutions, ensuring a smooth transition and optimal adoption of the new platform.

This user-centric approach remains a fundamental pillar of our approach, enabling our customers to maximize the benefits of their HubSpot solution.

Audit of imports performed and data mapping

We began by auditing the first imports that had been carried out by the group's internal teams. This enabled us to detect which data had been correctly imported and which would need to be revised.

When the first migration was carried out, the data mapping was successfully completed. This meant that all customized properties existing in Pipedrive were indeed mapped to Hubspot properties.

However, the healthcare player's teams encountered errors and difficulties at the activity level:

• Missing email histories
• Tasks, notes, calls not imported or incorrectly imported

They encountered difficulties related to errors when importing phone numbers and e-mail addresses. As a result, a new import of this data had to be planned, for cases where the contact has multiple phone numbers or multiple e-mail addresses.

Drafting the technical specifications to be deployed

After the audit and the customer interviews, we carefully and as exhaustively as possible define the technical specifics on the specifications sheet to inform the customer of our actions to be carried out.

For the group, this included object sheet personalization, sales tunnel, database segmentation, reports and dashboards and automations.

Action 2 : migrate data from Pipedrive solution to HubSpot

First, the Make the Grade team created the missing custom propertiesof objects for contacts, transactions and companies.

Then, the migration of missing data was carried out, including tasks, appointments andexchanged emails. 

However, we encountered a challenge when importing e-mails due to their large volume. 

Faced with this situation, we suggested to the healthcare group's teams that they implement a tailored development to facilitate data export-import in a more agile manner.

Then, our development team produced an automation on data cleansing to meet the customer's expectations in terms of import quality.

Finally, to optimize data management efficiency, we implemented advanced segmentation of our customer's databases. This segmentation is based on the use of static and active lists. Static lists are used to group contacts according to specific predefined criteria.

On the other hand, active lists are dynamic and adjust automatically according to real-time criteria, guaranteeing constant updating of customer segments.

Implementing these features has enabled the group to benefit from a highly customized and flexible HubSpot platform, precisely meeting their unique contact and data management needs.

Action 3 : CRM setup

The final action for our client was to set up the HubSpot environment for the teams coming from the subsidiary.

The settings included, for example:

• The creation of sales tunnels
• Setting up sales targets
.
• Sandbox configuration
• Roles and access management
• Generating financial forecasts
• Creation of conversational guides
• Synchronization with email environment
• Install tracking on website

Results obtained from health group data migration

This data migration project from Pipedrive to HubSpot led to significant results for the healthcare player.

Following the implementation of custom features in HubSpot, the team improved its performance by managing information more efficiently, while the creation of a centralized system eliminated information silos between the various sales teams, bringing together over 30,000 emails, 8,000 calls, and 2,000 tasks and meetings within a single platform.

At the same time, this data integration has stimulated commercial synergies between subsidiary and group entities. All in all, this migration project on HubSpot CRM enabled the group to exploit the full potential of its activities through optimal use of the HubSpot platform.