SaaS Security Firm Migrates from Pipedrive to HubSpot | Instrumental

Inlayer is a technology company redefining device provisioning, security, and management through advanced automation, AI-driven insights, powerful APIs, and built-in security.

Inlayer’s all-in-one platform allows organizations to manage devices in the way that works best for them — via its powerful APIs or ready-to-use Telecom Phonism App.

Instrumental Group was introduced as a best-in-class migration support team, with experience and an application purpose-built to migrate organizations out of Pipedrive. Instrumental Group worked with Inlayer's operations team to evaluate requirements for the entire HubSpot CRM platform.

Inlayer and its child company Phonism were looking to HubSpot to streamline their operation. The Growth team was planning to consolidate its complete business development and service efforts into HubSpot. The move would allow them

Instrumental Group was called upon to put together an onboarding and migration strategy to support the following objectives:

Support the team in a standardized setup of HubSpot
Position HubSpot to serve the entire Growth team; marketing, sales, and success
Improve ability to track communication and deals
Restore the sales team's ability to accurately forecast
Start over with a clean slate, leaving the trash behind in other systems
Retain and migrate deep history from Pipedrive, including meeting notes and engagement history from past deals

Onboarding HubSpot's Enterprse Growth Platform

At Instrumental Group, we have a dedicated team for HubSpot Onboarding and offer a host of services to help new customers activate their new HubSpot license quickly. Our HubSpot Success Managers (HSMs) are Master Training Certified by HubSpot themselves, ensuring they have a well-rounded and complete understanding of the entire HubSpot Suite. We introduced Inlayer's Growth team to its dedicated HSM and set forth to complete the following steps.

Step 1: Seat-based Activation: Sales and Service Hub's value starts with the seat-based productivity tools. We supported the entire sales and support teams in getting the plugins, extensions, email, and calendars integrated for fast activation.
Step 2: Global License Configuration: We offer to pick up all the initial settings and global configurations on new HubSpot licenses. We started with a workbook to ensure we had the proper branding elements, then jumped in to set up the enterprise features to ensure their instance was ready for customization.
- Primary license brand elements
- Custom contact & company fields
- Website integration to pull all web consumption into HubSpot
Step 3: Template Setup & Styling: One of the big value-adds we offer is build-ready templates for landing pages and emails. Themes were imported and style to meet Inlayer's brand identity.
Step 4: HubSpot Software Training: We held a series of orientation calls to teach each of the three sales teams how to operate inside HubSpot and how all the Enterprise tools worked. This training element fulfilled the requirements by HubSpot to allow for waiving their onboarding consulting fees.
Step 5: Project-long User Support: Our HSM also reviewed early progress, offered advice and direction, and set up their first training call. A master training dashboard was built in HubSpot to house helpful resources and training recordings. This one-stop shop was developed to ensure each service team had everything they needed to operate in HubSpot.

Data Migration with Migratr

Instrumental Group's ability to migrate both hard and soft data out of Pipedrive was fueled by an App our product team developed specifically for this purpose. Our Pipedrive Data Migrator has been used to help organizations leave Pipedrive without leaving critical data and insights behind.

Step 1: HubSpot Field Mapping: We started with an audit of Inlayer's existing Pipedrive environment to identify all required fields for migration.
Step 2: Data Migration: We leveraged our custom Pipedrive to HubSpot Data Migration App to migrate all earmarked structured and unstructured data out into HubSpot. Migratr is built to seamlessly extract all earmarked data and port it into the proper fields while maintaining data associations between objects. The entities we were able to migrate include:
- Years of contacts, company, and deal records
- All notes, meetings, calls, tasks, emails, pipelines, properties, and record owners
- All attachments, product objects, and product line items
Step 3: Validation and Testing: We reviewed the migrated data together, ensuring accuracy. Everything checked out, and the data was validated as accurate in HubSpot.
Step 4: Delta migration for net new data: To finish the migration, we ran a final migration to pick up all net new data and move into HubSpot for go-live.