How the Airtight Method works
Migrate your data, build HubSpot around how you sell, and get your team using it. Every phase ends with your sign-off, and nothing touches your live systems until it has worked twice in rehearsal.
Phase 1: Free risk scan
A 30-minute call and a look at your current CRM. We count what needs to move (contacts, companies, deals, activities, files), list the automations and integrations your team relies on, and flag data quality problems such as duplicates and unused fields.
You get a short written report, a fixed price, a go-live date and the success criteria we’ll guarantee. If moving to HubSpot isn’t right for you yet, we say so. Book a risk scan.
Phase 2: Secure setup
Before we see a single record, we sign a data processing agreement and an NDA, and agree who on our side will have access, to what, and until when. Then we connect the systems:
- Data moves system to system over encrypted connections. It is never exported to spreadsheets, laptops or email.
- Every person and tool gets the minimum access the work needs, with an end date. Access is logged.
- Rehearsals run in a test portal, with sensitive fields masked wherever the test doesn’t need real values.
The full detail is on our security page.
Phase 3: Build HubSpot for how you sell
We don’t copy your old CRM’s clutter into HubSpot. With your sales leaders, we design:
- Pipelines and deal stages that match how your team actually sells
- Lead routing, so new leads reach the right rep in minutes
- Automations that replace the ones in your old system, rebuilt as HubSpot workflows and tested
- The reports and dashboards leadership uses to run the business
- Integrations with the tools your team already uses
Your business owner approves the field map and the pipeline design before anything is built. See setting up HubSpot for your sales team.
Phase 4: Rehearse and migrate
We run the full migration twice in a test portal, reconciling record counts, deal values and owners after each run. Problems are found in rehearsal, not in production.
Cutover is scheduled away from quarter end. Your old CRM is frozen for edits only for an announced window, and the open pipeline is reconciled before HubSpot becomes your system of record. Your old CRM stays available read-only afterwards. Read how we protect the pipeline during cutover.
Phase 5: Train and adopt
A CRM only works if reps use it. Before go-live, every rep gets short, role-specific training in their own HubSpot views, using their own deals. For 30 days afterwards we provide hands-on support and track weekly activity, so problems get fixed while habits are still forming. See how to get your sales team to use HubSpot.
At day 30 your team and ours sign the go-live report. Then we revoke all of our access, destroy every staging copy and give you a closeout packet with proof.
What we’ll need from your side
A migration goes faster and safer with a small, named team on your side. We ask for:
- An executive sponsorUsually the CEO, COO or head of sales. Approves the plan and signs the go-live report.
- A sales process ownerApproves the pipeline design and field map. Often a sales manager or RevOps.
- Admin access to both systemsGranted to named people on our team for the length of the project, then revoked.
- Reps at trainingShort sessions before go-live. The adoption guarantee depends on it.
Frequently asked questions
How many rehearsals do you run before cutover?
Two full rehearsals in a test portal, each followed by a reconciliation of record counts, deal values and ownership. The real cutover is the third run.
Will our sales team lose access to the pipeline during the move?
No. Cutover is scheduled away from quarter end, edits in your old CRM are frozen only for an announced window, and the pipeline is reconciled before HubSpot becomes the system of record. Your old CRM stays available read-only afterwards.
Do you export our data to spreadsheets?
No. Data moves system to system over encrypted connections. It is never exported to files, laptops, shared drives or email.
Which CRMs can you move us from?
Any CRM with an export or an API. Salesforce, Pipedrive, Zoho, Microsoft Dynamics and spreadsheets are the most common. We scope anything else in the free risk scan.
Find out what your move to HubSpot really involves.
The free Migration Risk Scan looks at your current CRM, counts what needs to move, flags what could break and gives you a fixed price and go-live date. Thirty minutes, no obligation.