Skip to content
  • There are no suggestions because the search field is empty.

What to Expect with Property Mapping & Test Migrations

When working on a data migration or custom integration project, Property Mapping and Test Migration are two of the most important steps we take together. These steps ensure your data is accurate, usable, and ready for long-term success in HubSpot.

This guide explains:

  • What 'property mapping' is

  • Why it’s critical to your project

  • What to expect from the process

  • How you’ll be involved and when approvals are needed

What Is Property Mapping?

Property mapping is the process of defining how data from your current system(s) will appear in HubSpot.

In simple terms, we answer questions like:

  • Where does each field from your old system live in HubSpot?

  • How should values be transformed, formatted, or calculated?

  • What data should (or should not) be migrated?

This is documented in a robust Property Mapping Document, which becomes the single source of truth for how your data is handled.

Why Property Mapping Is a Critical Step

Property mapping is the foundation of every successful data migration or integration.

Without accurate mapping:

  • Data may land in the wrong place

  • Fields may be missing, overwritten, or misformatted

  • Reports, workflows, and automations may break

  • Fixing errors after go-live becomes time-consuming and costly

Think of property mapping as the blueprint for your data.
If the blueprint isn’t approved, building shouldn’t start.

What to Expect During the Property Mapping Process

Step 1: Property Mapping Setup

We create a shared Property Mapping Document tailored to your project. This document includes:

  • Your HubSpot properties

  • Fields from your legacy system or connected tools

  • Notes on formatting, transformations, and assumptions

You’ll have access to this document once it is available from our team.

Step 2: Mapping Review & Clarification

Our team reviews your data structure and flags:

  • Fields that need clarification

  • Calculated or custom logic requirements

  • Any limitations or risks

To keep things clear and efficient:

  • We often use Loom videos to walk through complex mappings

  • Written notes are documented directly in the tracker for visibility

Step 3: Your Review & Approval (Required)

You’ll be asked to review the Property Mapping Document and confirm:

  • Fields are mapped correctly

  • Definitions and calculations make sense

  • No critical data is missing

 

 

Final Approval timeline requirement: Typically within 5 business days

Your approval is required before we proceed to test migration or development.

What Is a Test Migration?

A test migration is a controlled trial run where we migrate a small, representative subset of your data into a test or staging environment.

The goal is to:

  • Validate that mappings work as expected

  • Identify issues early

  • Gather feedback before the full migration

This step dramatically reduces risk at go-live.

What Happens During Test Migration

Step 4: Test Migration Preparation

Before running the test migration, we:

  • Confirm access to a test or staging environment

  • Disable workflows or automations that could impact live systems

  • Define which records will be included in the test

Step 5: Test Migration Execution

We migrate the selected data subset and check:

  • Field accuracy

  • Formatting and transformations

  • Data completeness

Any discrepancies or issues are documented clearly.

Step 6: Your Validation & Feedback

You’ll be invited to review the test data and confirm:

  • Records look correct

  • Data behaves as expected in HubSpot

  • Any adjustments are needed

Your feedback is logged, addressed, and resolved before moving forward.

Step 7: Final Sign-Off Before Full Migration

Once:

  • Property mapping is approved

  • Test migration passes validation

We proceed confidently with development or full production migration.

Your Role in This Process

You’ll be asked to:

  • Provide access to systems and data within 2 weeks of your project kick off

  • Review and approve the Property Mapping Document within 5 days of receiving the finalized draft

  • Participate in test migration validation when applicable

  • Share feedback promptly to avoid timeline delays

Your involvement ensures the final result reflects how your business actually works.

How We Communicate Throughout the Process

To keep everything transparent and easy to follow, we use:

  • Shared documents for mapping and feedback

  • Email summaries for approvals and next steps

  • Loom videos to explain complex or technical details visually

This ensures there’s always a clear written and visual trail of decisions.

Best Practices for a Smooth Experience

  • Review mappings carefully — this is your chance to shape how data behaves long-term

  • Share as much context as possible (there’s no “too much detail”)

  • Flag concerns early so we can adjust before go-live

  • Stick to review timelines to keep the project on track

In Summary

✔ Property mapping defines how your data lives in HubSpot
✔ Test migration validates that mapping before it matters
✔ Your review and approval are essential for success
✔ This process protects data quality, reporting, and automation

By taking the time to get this right upfront, we avoid surprises later — and set your HubSpot environment up for long-term success.