Case study · HubSpot migration
How 3 & Four Migrated 5 Years of TelliHealth Devices’ CRM History with zero downtime
Illustrative case file. Figures from the engagement.
01 · Background
Remote healthcare that works out of the box, and two CRMs that didn’t
TelliHealth makes remote healthcare simple by providing medical devices that work right out of the box: a full range of FDA-cleared tools like blood pressure cuffs, scales, and pulse oximeters that use built-in 4G cellular technology. Patients don’t need Wi-Fi, Bluetooth, or a smartphone; they take a reading and the data is instantly sent to their doctor. The goal of this migration was to consolidate separate platforms into one unified AccuHealth system, so everyone can access customer history and sales records in one place without switching between systems.
02 · Challenges
Six ways a standard import would have destroyed the history
A straight import into the AccuHealth account would have kept the records but lost what made them useful.
Loss of attribution
The risk of losing Original Source data, which would categorize all historical leads as “Offline Sources” in the AccuHealth account, permanently breaking ROI reporting.
Reset creation dates
A standard migration resets the Creation Date to the day of the import, making reports useless: a lead from 2022 would appear as if it were created today.
Broken relational data
The risk of losing associations between Contacts, Companies, Deals, and Tickets, leaving no historical context in the new system.
Deactivated users
Historical records were owned by former employees. Migrating them usually produces “Unassigned” data, losing the history of who managed those accounts.
Automation triggers
Importing data could automatically fire live workflows in the AccuHealth account, sending old actions, emails and notifications to customers and staff.
Structural pipeline mismatch
The stages in the TelliHealth system were fundamentally different from those in AccuHealth, built for different purposes; moving the data directly would have lost the original meaning behind each deal and ticket.
03 · Solution
A migration designed to keep every date, source, owner and link
We moved the data in a specific order, with custom properties for everything HubSpot would otherwise overwrite.
Custom property strategy for Original Source
We created a custom Original Source property in the AccuHealth account and mapped the TelliHealth source data into it during migration, so reports can filter on it and historical ROI stays 100% accurate.
Keeping the real dates
A custom Creation Date field holds the real date each lead was created, so HubSpot could not make everything look brand new.
Data associations in the right order
Contacts first, then deals, then companies, then tickets, using the original Record IDs as the primary unique key so every person stayed connected to the right company and every deal to the right contact.
Owner identity mapping
Records from deactivated TelliHealth users were mapped to a custom property, so AccuHealth retains the history of who managed each account.
A safety switch for the import
Before moving any data we turned off all live automations in the AccuHealth system. Thousands of old records flowed in without triggering a single welcome email or alert; once the data was in place, everything was switched back on.
Pipeline architecture
Dedicated pipelines for both deals and tickets in the AccuHealth system, recreating the original TelliHealth stages exactly, so the sales and support history moved without translation errors.
04 · Results and impact
Results
The entire migration ran on a switch-over strategy that let the sales team keep working throughout.
Nothing lost
Thousands of Contact, Company, Deal and Ticket records moved with zero data loss, including original creation dates and sources.
Still searchable
Data from as far back as 2021 remains searchable and accurate, and the original traffic source data still feeds ROI reporting.
System safety
The safety switch worked: thousands of records imported without a single accidental email or notification to customers or staff.
Zero disruption
Dedicated pipelines for tickets and deals let the team find old records instantly, and nobody stopped working for a minute.
One unified system, the full customer history, and a team that never had to stop.
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- ✓Sources and dates kept · custom properties for everything HubSpot would overwrite
- ✓Fixed scope · quote approved before any work starts
- ✓Zero downtime · switch-over strategy, automations paused during import
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