Step-by-step guide: Migration process from Monday.com to HubSpot

Migrating from Monday.com to HubSpot can be complex, but a structured process helps ensure you gain the full benefit of HubSpot’s features. This step-by-step guide is designed to help your team execute a smooth transition, maximise operational effectiveness, and position your campaigns for ongoing success.

Step 1: Planning and assessment

Evaluate current Monday.com setup: Review all your campaign boards, task lists, social planning workflows, content libraries, dashboards, user roles, and any integrations with external tools. Identify which elements and data fields will need to be migrated into HubSpot.

Set clear goals: Define specific outcomes you want from the migration (e.g., improved campaign analytics, centralised campaign management, enhanced automation capabilities, more granular segmentation).

Create a migration timeline: Estimate the time required for each migration phase, factoring in potential risks and required contingencies.

Step 2: Export data from Monday.com

Social profiles and accounts: Document all social media accounts and associated details referenced or managed in Monday.com which need to be connected in HubSpot.

Content export: Download your scheduled posts, project boards, campaign calendars, and task lists from Monday.com (usually in CSV or Excel format).

Asset library: Export all creative assets, such as images, videos, and documents, linked to campaigns or posts in Monday.com.

Reports and analytics: Export historical reporting boards, analytics widgets, and KPIs that will support ongoing performance tracking.

Step 3: Set up HubSpot account

Set up or review your HubSpot account to ensure readiness for social marketing; upgrade to the appropriate plan (e.g., Marketing Hub Professional or Enterprise) if advanced features are required.

Custom properties: Configure custom properties in HubSpot to mirror essential Monday.com fields for segmentation and reporting.

Reconnect integrations: Connect necessary social networks and rebuild any third-party integrations (e.g., CRM, ad platforms, webinar tools).

Step 4: Data migration

Connect and authorise all social media profiles within HubSpot’s Social tool, ensuring publishing permissions are configured.

Import key content and reschedule critical social posts using HubSpot's scheduling features, referencing your Monday.com exports.

Validate data accuracy: Check that all assets, scheduled items, datasets, and profile connections are correctly mapped and transferred.

Step 5: Rebuild campaigns and workflows in HubSpot

Recreate recurring and planned social campaigns directly in HubSpot using its publishing and campaign tools.

If you relied on Monday.com for automation (e.g., approval flows, notifications, task assignment), build equivalent workflows using HubSpot workflows and automation.

Set user permissions and assign team roles appropriate to campaign creation, approvals, and reporting within HubSpot.

Step 6: Recreate reporting & analytics

Develop custom analytics dashboards in HubSpot to replicate the reporting you previously maintained in Monday.com.

Define and configure key metrics and goals to track campaign engagement, reach, clicks, and conversions.

Step 7: Set up segmentation & lead capture

Leverage HubSpot’s segmentation tools to organise audiences by relevant campaign or engagement criteria previously set in Monday.com.

Set up forms, landing pages, and tracking URLs to attribute leads from social channels within HubSpot.

Step 8: Integrate HubSpot with other tools

Ensure HubSpot CRM is fully connected and capturing all relevant social and campaign activity.

Establish or test other vital integrations, including ad platforms, scheduling solutions, webinar tools, or e-commerce platforms as needed.

Step 9: Test everything

Test campaigns and automations thoroughly: validate that scheduled posts, automations, and approval workflows function as intended.

Monitor data flows, ensuring all campaign and social engagement data appear within HubSpot dashboards as expected.

Run team-wide user acceptance testing (UAT) to confirm the new environment is reliable and intuitive.

Step 10: Train your team

Provide hands-on HubSpot Social training, covering campaign scheduling, analytics, workflows, and reporting.

Share process documentation and outline key changes or enhancements compared to previous Monday.com processes.

Step 11: Go live

Complete the migration, confirming all content, campaigns, and profiles are actively managed within HubSpot.

Transition all campaign activities from Monday.com to HubSpot, ensuring that management and monitoring are handled exclusively in your new platform.

Closely monitor initial performance and proactively address any issues during the go-live phase.

Step 12: Ongoing optimisation

Continuously review campaign analytics in HubSpot and adjust your approach based on performance insights.

Iterate and refine automation, segmentation, and reporting as your team develops greater familiarity with HubSpot’s capabilities.

Contact Pixel Lab’s customer support for any questions or challenges as you optimise your HubSpot-powered social program.