Move from another CRM

This guide helps you move your customer data into Spacebrain from GoHighLevel, HubSpot or any other CRM. It's for workspace owners and admins switching tools. Most people start with a file export, which works for every CRM. Some workspaces can also connect GoHighLevel or HubSpot directly.

Before you begin

• Role: you need permission to edit the CRM in this workspace. Owners and admins always can.
• The right workspace: check the name at the top of the left sidebar. Everything you import goes into that workspace. If you run several businesses, import each one into its own workspace.
• An export from your old CRM: a CSV or Excel (XLSX) file, up to 10 MB, with one sheet and column names in the first row.
• A small test file: copy the first 5–10 rows of your export into a separate file so you can try the import first.
• Keep the original. File imports can't be undone automatically, so keep your full export somewhere safe.

Where to find it

Go to Settings → Migrations.

You can also start from Integrations. The GoHighLevel and HubSpot entries open the same migration screen (look for Open migration).

Choose your method

Connected migration is being turned on workspace by workspace. If your Migrations page says Connected migrations are in concierge beta, use the file import on the same page, or contact support to ask about access.

Import from a file

1. Export from your old CRM

In your old CRM, export contacts (and companies, if you use them) to CSV or Excel. Export each record type to its own file.

2. Choose what you're bringing over

On Settings → Migrations, under What are you bringing over?, choose one:

• Contacts: saved as People in Spacebrain.
• Companies: businesses and organisations.
• Leads: prospects you still want to qualify.

3. Upload your file

1. Under Choose your contacts export (the wording matches your choice), select Choose file.
2. Pick your test file first.

Every contact or lead row needs an email address. Every company row needs a company name. If you aren't sure how to lay out the file, select Download blank template for a file with the right column names.

4. Match your columns

Spacebrain shows each column in your file next to a Spacebrain field under Match fields. Check each one. For example, match Email Address to Email and Mobile to Phone. Choose Skip this column for anything you don't need, or + Create new custom field for data you want to keep that has no matching field.

Then decide how to handle people who are already in Spacebrain:

• Leave Update existing records if match is found off to create a new record for every row. Importing the same file twice will create duplicates.
• Turn it on to update records that match (by email for people and leads, by name for companies). Matching records can have their values overwritten, so check the Match records by setting.

5. Check the file and import

1. On Check file, review any errors and warnings, and the preview of your first rows.
2. On Review & import, select Start Import.
3. When it finishes, Results shows how many records were Created, Updated, Skipped and Failed.

If some rows failed, select Download Error Report to see why, fix those rows in your file and import just those rows again.

What you should see: your test contacts in CRM → People (or Companies or Leads), with names, emails and phone numbers in the right fields. Open one record and check it carefully before you import the full file.

6. Import the full file

Repeat the steps with your full export. Your imports are listed on the Migrations page, so you can come back to check progress or results.

Connected migration from GoHighLevel or HubSpot

If connected migration is turned on for your workspace:

1. On Settings → Migrations, choose GoHighLevel or HubSpot.
2. Add the access details from your old account. The page links to a setup guide for each:
   • HubSpot: a super admin creates a private app in HubSpot and copies its access token.
   • GoHighLevel: in the sub-account you're moving, create a private integration, then copy its token and the sub-account's Location ID.
3. Select Connect and scan. Spacebrain reads what's in your old account. Your old data is not changed, and nothing is created in Spacebrain yet.
4. Review the plan: which record types to bring over, how much history to include, and anything that can't be moved.
5. Select Start migration. It runs in the background, so you can leave the page.
6. When it finishes, review the imported records and work through the Cutover checklist.
7. When you're happy, select Finalize migration.

A few things to know:

• One GoHighLevel location or HubSpot portal moves into one Spacebrain workspace.
• Automations come across as disabled drafts. Review and switch them on yourself.
• Attachments and call recordings are not copied.
• Old conversations are copied for reference only. They don't send any messages. Connect your email and phone in Spacebrain for new conversations.
• For a while after a migration, you can select Undo migration to remove what was created and restore what was updated. The page shows how long you have.

For GoHighLevel, you can also choose Import a snapshot (guided) to rebuild reusable setup, such as pipelines, from a clean temporary location. Snapshots don't include customer records.

Worked example

Maya runs a small cleaning company and is moving 1,200 contacts from HubSpot.

1. She exports contacts from HubSpot to CSV and makes a test file with 8 rows, including her own details.
2. In Settings → Migrations, she chooses Contacts, uploads the test file and matches Email, First Name, Last Name and Phone Number. She skips HubSpot Score.
3. She leaves Update existing records if match is found off, because the workspace is empty.
4. Results show 8 Created. She opens her own record in CRM → People and sees everything in the right place.
5. She imports the full file. Results show 1,196 Created and 4 Failed. The error report shows four rows with no email address, so she adds them by hand.

If something goes wrong

See CRM import troubleshooting for more.

FAQ

Will importing send messages to my contacts?

No. Importing only creates or updates records. Connected migrations bring automations across switched off, and old conversations don't send anything.

Does importing someone's email mean I can email them?

No. Importing an address isn't the same as having permission to contact them. Keep track of consent in your own fields and follow the rules that apply to you.

Can I undo a file import?

Not automatically. That's why it's worth trying a small file first and keeping your original export. Connected migrations have an undo window.

Next step

Invite your team, or use the CRM People import starter CSV to prepare your file.