Sugar Data Extraction
Mapping & Transformation
HubSpot Sandbox & Training
Go-Live
We Are Here
Week 2 of ~13
Mapping & transformation design
Mapping signoff
Sandbox migration
Custom views built in sandbox
Staff training
Sandbox validation
Final delta extraction
Production cutover
Custom views replicated in production
Sugar sunset
Buffer time for troubleshooting and delays. Built in to protect the August 6 target.
Initial scoping with leadership to lock the migration's scope, constraints, and working agreements. Set the foundation everything else builds on.
Structured survey plus one-on-one conversations across the team to understand current workflows, pain points, and what would make HubSpot stick.
Established read-only access to the legacy system so we could extract every record without risking the live database that's still in daily use.
Pulled the complete record set across every business module — contacts, organizations, donations, communications, attachments. Nothing left behind.
Captured the millions of links connecting records — who's tied to which donations, which households, which communications. The piece that usually gets dropped in migrations; we kept it.
Wrote a custom HubSpot view specification per team member based on their survey response or a screenshare interview. Lets each person land on day one with a view tailored to how they actually work.
Pulled the destination system's complete schema, properties, pipelines, and a full snapshot of existing data so we can design merges intelligently rather than blindly importing.
Comparing every legacy record against what's already in HubSpot. Surfaces duplicates, per-field disagreements, and gaps — the foundation for the merge rules.
Designing how every legacy field, object, and relationship lands in HubSpot — including new property creation, picklist value mapping, pipeline assignments, owner mapping, and dedup rules.
Final review and approval of the mapping document by leadership. Hard gate — nothing is written to HubSpot until this is signed off.
Full migration executed into a HubSpot sandbox environment — a safe rehearsal that lets us catch issues before they hit production.
HubSpot is configured in the sandbox so each user can see their tailored views, record layouts, and reports against the migrated data.
Hands-on sessions in the sandbox so the team is fluent in their new views and workflows before cutover. Training was the #1 adoption blocker the survey surfaced; addressing it ahead of go-live.
Each team member exercises their real workflows in the sandbox. Issues found here get fixed before cutover, not after.
A last top-up pull of records added or changed in the legacy system since the main extraction, so nothing falls into the gap between then and cutover.
The hard switch — the full migrated dataset lands in production HubSpot. The legacy system goes read-only the same day.
The sandbox-tested HubSpot configuration — views, layouts, reports — is rebuilt in production so every user has their day-one experience ready.
Legacy system fully retired. Team is operating exclusively in HubSpot.
May 6, 2026
August 6, 2026
Project kickoff & planning
Stakeholder discovery
Legacy CRM access secured
All records extracted
All relationships extracted
Per-user view designs drafted
HubSpot inventoried
Overlap & conflict analysis