HubSpot migration: secondary emails and extra phones

HubSpot is not yet open as a destination in Shuttio. Once it opens, a contact's second and later email addresses become HubSpot secondary emails. On a contact whose Mobile phone is empty, a second phone number goes into Mobile phone. Any further numbers go into a text property called Other phone numbers. Nothing needs switching on: if your source records hold several emails or phones, the migration carries them.

What changed

Shuttio writes a contact's further emails and phone numbers as described below.

Emails. The first address stays the contact's email. Each later address is added to the contact as a secondary email, one at a time, after the contact is written.

Phones. The first number goes into Phone. The second goes into Mobile phone when that field is empty on the contact. Any numbers after that are joined with a semicolon and written to one text property, Other phone numbers. A number that duplicates the Phone or Mobile phone value is dropped, not repeated.

Whose contacts. Secondary emails are added only to contacts this migration created, or wrote on an earlier run. A contact you already had in HubSpot is matched on email and linked, never written. It gets no secondary emails from Shuttio.

The new property. The first time a record has numbers left over, Shuttio creates Other phone numbers once, in the property group Shuttio migration, and records it in the migration's ledger. If a property with that internal name already exists, Shuttio uses it as it is.

How to use it

HubSpot is not yet open as a destination, so there is nothing to run today. Once it opens, you will not need to set anything up, and the steps are:

1. On the intake screen, pick your source and pick HubSpot as the destination.
2. On the Connect step, connect HubSpot.
3. On the objects step, tick Contacts.
4. On the field review, check that your source's email and phone columns are ticked. A source cell that holds several addresses or numbers is split for you. Phone cells split on commas and semicolons.
5. With a CRM as the source, start the free sample. The result screen shows the counted total and the "Run full migration" button. A CSV import has no sample and starts as the full run.
6. After the full run, open the run summary. It lists how many extra emails were added and how many records had more phone numbers than HubSpot's phone fields hold.

Open a migrated contact in HubSpot to see the result. The extra numbers sit in Mobile phone and Other phone numbers. The extra addresses are added to the contact as secondary emails.

Rollback

Cancelling the migration rolls back what Shuttio created. If Shuttio created the Other phone numbers property, the rollback removes it, but only when no record outside this migration holds a value in it. If one does, the property stays and the rollback names it. A property that already existed before the migration is not touched. The Roll back page covers the full rules.

What it does not cover

• Secondary emails are untested against a live account. We have not yet run the secondary-email call against a live HubSpot account. If HubSpot refuses an address, the contact keeps its first email, and the run summary reports how many addresses were not added.
• Secondary emails and Mobile phone are for contacts only. Companies do not get secondary emails, and the Mobile phone step applies to contacts. Phone numbers beyond the first go into Other phone numbers for any object that has a phone column.
• Existing contacts are skipped. A contact matched to one you already had gets no extra emails and no extra phones from Shuttio.
• Mobile phone is only filled when empty. If the source row already has its own Mobile phone value, the second number goes into Other phone numbers instead.
• If HubSpot will not create the property, the overflow numbers are not written. On a contact, the first two numbers still migrate. On other objects, only the first does.
• One text field for the rest. Other phone numbers is plain text, with numbers separated by semicolons. HubSpot does not treat them as phone fields.

FAQ

Do I need to change any setting to get the extra emails? No. There is no switch for this. The migration carries extra emails and phones whenever the source record has them.

Will this change contacts that were already in my HubSpot? No. Shuttio matches contacts on email, links the match, and leaves it as it was. Secondary emails go only on contacts the migration created or wrote.

How do I see how many addresses HubSpot refused? In the run summary. It gives a count of the addresses HubSpot would not add as secondary emails. It does not list them. A contact's first address is written with the contact. For the full list of what Shuttio writes into HubSpot, see Into HubSpot.