{"id":34592,"date":"2026-11-12T17:45:55","date_gmt":"2026-11-12T15:45:55","guid":{"rendered":"https:\/\/aivie.ch\/migrating-from-hubspot-to-aivie-a-step-by-step-guide\/"},"modified":"2026-11-12T17:53:09","modified_gmt":"2026-11-12T15:53:09","slug":"migrating-from-hubspot-to-aivie-a-step-by-step-guide","status":"publish","type":"post","link":"https:\/\/aivie.ch\/en\/migrating-from-hubspot-to-aivie-a-step-by-step-guide\/","title":{"rendered":"Migrating from HubSpot to Aivie: A Step-by-Step Guide"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Looking to move away from HubSpot without losing contacts, unsubscribes, or running workflows? This guide walks you through the switch to Aivie in six steps.<\/p>\n\n<p class=\"wp-block-paragraph\">Aivie is based on Mautic and runs as a managed service. The Aivie team handles the technical infrastructure \u2013 allowing you to focus on data and campaigns.<\/p>\n\n<!--more-->\n\n<h2 class=\"wp-block-heading\">What do you get with Aivie?<\/h2>\n\n<p class=\"wp-block-paragraph\">Aivie combines the freedom of open source with the convenience of a SaaS solution:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>No technical hassle:<\/strong> The Aivie team takes care of servers, installation, updates, and backups. You focus on content and campaigns.<\/li>\n\n\n\n<li><strong>SaaS convenience:<\/strong> Order online and get started immediately. Support, templates, and a best-practice setup are included.<\/li>\n\n\n\n<li><strong>Data privacy:<\/strong> Your data is encrypted and hosted in Switzerland, Germany, or a location of your choice \u2013 entirely on Swiss infrastructure upon request.<\/li>\n\n\n\n<li><strong>Flexible:<\/strong> You receive your own dedicated open-source instance. Extend it via API, plugins, and custom templates \u2013 without lock-in to a proprietary system.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\">What do you need to prepare before switching?<\/h2>\n\n<p class=\"wp-block-paragraph\">Select your contact tier under <a href=\"https:\/\/aivie.ch\/en\/pricing-and-packages\/\">Pricing &amp; Plans<\/a>. The Aivie team will then set everything up:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Dedicated Aivie instance, hosted and maintained<\/li>\n\n\n\n<li>Updates, backups, and monitoring<\/li>\n\n\n\n<li>Sending infrastructure, including SPF, DKIM, and DMARC setup for your sender domain<\/li>\n\n\n\n<li>Background jobs for segments, campaigns, and delivery<\/li>\n<\/ul>\n\n<p class=\"wp-block-paragraph\">Pricing is based on the number of contacts. The tiers reflect actual infrastructure costs: transparent and predictable, with no mandatory seat or feature add-ons. Annual billing includes a 20% discount. For more context, see our article <a href=\"https:\/\/aivie.ch\/en\/hubspot-prices-and-the-best-marketing-automation-alternatives\/\">HubSpot Pricing and Alternatives<\/a>.<\/p>\n\n<p class=\"wp-block-paragraph\">One decision remains yours: Do you want to track website visits? If so, embed the Aivie tracking code on your website and update your cookie banner.<\/p>\n\n<h2 class=\"wp-block-heading\">Step 1: Export everything from HubSpot<\/h2>\n\n<p class=\"wp-block-paragraph\">Export while your HubSpot subscription is still active. Once downgraded, parts of your history will no longer be accessible.<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Contacts with all properties, including creation date, last open, and last click<\/li>\n\n\n\n<li>Unsubscribes (opt-outs) and hard bounces<\/li>\n\n\n\n<li>Workflow enrollments: Who has already received which sequence?<\/li>\n\n\n\n<li>Form submissions and notes<\/li>\n\n\n\n<li>Performance data for your marketing emails<\/li>\n<\/ul>\n\n<p class=\"wp-block-paragraph\">Important: A &#8220;non-marketing contact&#8221; in HubSpot is not an unsubscribe. Treat these two groups separately.<\/p>\n\n<h2 class=\"wp-block-heading\">Step 2: Import contacts into Aivie<\/h2>\n\n<p class=\"wp-block-paragraph\">Start with a test import of about ten contacts. Verify fields, special characters, and date formats. Then proceed with the full CSV import. Keep these points in mind during field mapping:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Identification date:<\/strong> Map this to the HubSpot creation date.<\/li>\n\n\n\n<li><strong>Last activity:<\/strong> Use the last open or last click. If both are missing, use the creation date.<\/li>\n\n\n\n<li><strong>Unsubscribes and hard bounces:<\/strong> Remove them from your import file. You no longer need them and will save costs, as pricing is calculated by contact volume. If you still want to keep them, set them to &#8220;Do Not Contact&#8221; (DNC).<\/li>\n\n\n\n<li><strong>Contact owners:<\/strong> Assign HubSpot owners to the corresponding Aivie users.<\/li>\n\n\n\n<li><strong>Tag &#8220;hubspot-import&#8221;:<\/strong> Apply this tag to all imported contacts so you can always identify their origin.<\/li>\n<\/ul>\n\n<p class=\"wp-block-paragraph\">The workflow data from Step 1 determines which campaign contacts enter, ensuring no one receives a sequence twice. Segments and campaigns update automatically in Aivie \u2013 no console commands or cache clearing required.<\/p>\n\n<p class=\"wp-block-paragraph\">To learn how to group contacts effectively, see our article <a href=\"https:\/\/aivie.ch\/en\/segmenting-contacts-a-step-by-step-guide\/\">Segmenting Contacts \u2013 Step by Step<\/a>.<\/p>\n\n<h2 class=\"wp-block-heading\">Step 3: Rebuild campaigns and forms<\/h2>\n\n<p class=\"wp-block-paragraph\">Recreate each active HubSpot workflow as an Aivie campaign. Segments serve as the source, while conditions and decisions within the campaign replace enrollment and branching rules.<\/p>\n\n<p class=\"wp-block-paragraph\">Activate your campaigns before new sign-ups arrive. Then migrate your forms: either as native Aivie forms or via an API connection to your existing forms. This is essential for incoming sign-ups to trigger the right campaigns.<\/p>\n\n<p class=\"wp-block-paragraph\">Pass status changes from your app or shop to Aivie, such as the status &#8220;paying customer&#8221;. Segments will then automatically add or remove contacts from campaigns accordingly.<\/p>\n\n<p class=\"wp-block-paragraph\">Tip: Aivie includes templates and a best-practice setup. Before building from scratch, check whether an existing template already covers your workflow.<\/p>\n\n<h2 class=\"wp-block-heading\">Step 4: Switch over new sign-ups \u2013 without duplicate emails<\/h2>\n\n<ol class=\"wp-block-list\">\n<li>Set a cut-off date for the transition.<\/li>\n\n\n\n<li>Route forms and app sign-ups to Aivie starting from this date.<\/li>\n\n\n\n<li>In HubSpot, restrict each workflow to contacts created before the cut-off date.<\/li>\n\n\n\n<li>Test with a new email address. You should only receive the welcome email from Aivie.<\/li>\n\n\n\n<li>Monitor incoming sign-ups for a few days.<\/li>\n<\/ol>\n\n<h2 class=\"wp-block-heading\">Step 5: Send your first email to contacts from Aivie<\/h2>\n\n<p class=\"wp-block-paragraph\">Now send your first email from Aivie. For your contacts, everything continues as usual \u2013 they will not notice the change.<\/p>\n\n<p class=\"wp-block-paragraph\">Behind the scenes, Aivie ensures reliable delivery:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Warm-up:<\/strong> Aivie begins sending in smaller batches and gradually scales up volume.<\/li>\n\n\n\n<li><strong>Bounce management:<\/strong> Invalid addresses are automatically flagged as &#8220;Do Not Contact&#8221;.<\/li>\n\n\n\n<li><strong>Monitoring:<\/strong> Aivie keeps a close eye on your email delivery.<\/li>\n<\/ul>\n\n<p class=\"wp-block-paragraph\">To learn how to structure your first email, read our article <a href=\"https:\/\/aivie.ch\/e-mail-grundlagen\/\">Email Essentials<\/a>. For details on deliverability, check out <a href=\"https:\/\/aivie.ch\/en\/how-do-emails-not-end-up-in-spam\/\">How to Keep Emails Out of the Spam Folder<\/a>.<\/p>\n\n<h2 class=\"wp-block-heading\">Step 6: Close out HubSpot properly<\/h2>\n\n<ul class=\"wp-block-list\">\n<li>Disable automatic renewal well in advance. Mid-term cancellations are generally not permitted.<\/li>\n\n\n\n<li>Allow active workflows to run their course.<\/li>\n\n\n\n<li>Archive reports, historical performance data, and created assets in a permanent location.<\/li>\n\n\n\n<li>Only then proceed with a downgrade or cancellation.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\">What happens after the migration?<\/h2>\n\n<p class=\"wp-block-paragraph\">In day-to-day operations, you focus on your campaigns. Aivie takes care of the rest:<\/p>\n\n<ul class=\"wp-block-list\">\n<li><strong>Support:<\/strong> The Aivie team is always here to help whenever you have questions. You can also find many answers on our <a href=\"https:\/\/aivie.ch\/en\/faq-and-knowledge-base\/\">Support &amp; FAQ<\/a> page.<\/li>\n\n\n\n<li><strong>Deliverability:<\/strong> Aivie manages warm-up, bounce handling, and delivery monitoring for you.<\/li>\n\n\n\n<li><strong>Templates in your corporate design:<\/strong> Aivie provides email templates aligned with your brand identity, already preconfigured with all legally required details, such as unsubscribe links and sender addresses.<\/li>\n<\/ul>\n\n<h2 class=\"wp-block-heading\">Overview of the Process<\/h2>\n\n<ol class=\"wp-block-list\">\n<li>Order Aivie and verify your sender domain<\/li>\n\n\n\n<li>Decide on tracking and integrate the tracking code<\/li>\n\n\n\n<li>Export everything from HubSpot<\/li>\n\n\n\n<li>Run a test import, followed by the complete import<\/li>\n\n\n\n<li>Build campaigns and forms while HubSpot is still active<\/li>\n\n\n\n<li>Switch new sign-ups over to Aivie<\/li>\n\n\n\n<li>Send your first email to contacts from Aivie<\/li>\n\n\n\n<li>Close out HubSpot<\/li>\n<\/ol>\n\n<p class=\"wp-block-paragraph\">Servers, installation, SSL, and cron jobs are not on this list. Aivie takes care of all of that for you.<\/p>\n\n<h2 class=\"wp-block-heading has-custom-css wp-custom-css-49860d2d\">Frequently asked questions<\/h2>\n\n<p class=\"wp-block-paragraph\">Answers to the most important questions about the HubSpot alternative with Aivie. <\/p>\n\n<div class=\"wp-block-query is-layout-flow wp-block-query-is-layout-flow\">\n\n<div class=\"wp-block-query-no-results\">\n\n<p class=\"wp-block-paragraph\">The answers will become visible when the FAQ entries are published.<\/p>\n\n\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<\/div><\/div>\n\n<h2 class=\"wp-block-heading\">Prefer not to handle the migration alone?<\/h2>\n\n<p class=\"wp-block-paragraph\">The Aivie team can manage the migration for you upon request \u2013 from data export to your first campaign. See how <a href=\"https:\/\/aivie.ch\/en\/scalable-email-marketing-solution-for-travel-tech-start-up-boddy\/\">BODDY completed their switch from HubSpot to Aivie<\/a>.<\/p>\n\n<p class=\"wp-block-paragraph\">Book a <a href=\"https:\/\/cal.com\/adrianschimpf\/30min\" target=\"_blank\" rel=\"noreferrer noopener\">30-minute consultation<\/a> to discuss your migration, or test Aivie first with a <a href=\"https:\/\/aivie.ch\/en\/pricing-and-packages\/#price\">free 30-day trial<\/a>.<\/p>\n\n<div style=\"height:40px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n<div class=\"wp-block-stackable-columns alignfull stk-block-columns stk-block stk-77e3974 stk-block-background\" data-block-id=\"77e3974\"><style>.stk-77e3974 {background-color:#cfe7e1 !important;padding-top:80px !important;padding-right:60px !important;padding-bottom:80px !important;padding-left:60px !important;margin-bottom:0px !important;}.stk-77e3974:before{background-color:#cfe7e1 !important;}.stk-77e3974-column{max-width:900px !important;min-width:auto !important;}<\/style><div class=\"stk-row stk-inner-blocks stk-block-content stk-content-align stk-77e3974-column\">\n<div class=\"wp-block-stackable-column stk-block-column stk-column stk-block stk-bc657c5\" data-v=\"4\" data-block-id=\"bc657c5\"><style>.stk-bc657c5-inner-blocks{justify-content:flex-end !important;}.stk-bc657c5 {padding-top:40px !important;padding-right:40px !important;padding-bottom:40px !important;padding-left:40px !important;}<\/style><div class=\"stk-column-wrapper stk-block-column__content stk-container stk-bc657c5-container stk--no-background stk--no-padding\"><div class=\"stk--column-flex stk-block-content stk-inner-blocks stk-bc657c5-inner-blocks\">\n<div class=\"wp-block-stackable-image alignright stk-block-image has-text-align-right stk-block stk-5b40fee\" data-block-id=\"5b40fee\"><style>.stk-5b40fee .stk-img-wrapper{aspect-ratio:1\/1 !important;width:300px !important;height:auto !important;}.stk-5b40fee .stk-img-wrapper img{object-position:75% 32% !important;}@media screen and (max-width: 1023px){.stk-5b40fee .stk-img-wrapper{height:auto !important;}}@media screen and (max-width: 767px){.stk-5b40fee .stk-img-wrapper{height:auto !important;}}<\/style><figure><span class=\"stk-img-wrapper stk-image--shape-stretch\"><img loading=\"lazy\" decoding=\"async\" class=\"stk-img wp-image-12369\" src=\"https:\/\/cdn.aivie.ch\/media\/wp\/2022\/11\/16122426\/6.webp\" width=\"800\" height=\"800\" alt=\"Andre Schelter\" title=\"\" srcset=\"https:\/\/cdn.aivie.ch\/media\/wp\/2022\/11\/16122426\/6.webp 800w, https:\/\/cdn.aivie.ch\/media\/wp\/2022\/11\/16122426\/6.webp 240w, https:\/\/cdn.aivie.ch\/media\/wp\/2022\/11\/16122426\/6-768x768.webp 768w, https:\/\/cdn.aivie.ch\/media\/wp\/2022\/11\/16122426\/6-480x480.webp 480w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/span><\/figure><\/div>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-stackable-column stk-block-column stk-column stk-block stk-0502b04\" data-v=\"4\" data-block-id=\"0502b04\"><div class=\"stk-column-wrapper stk-block-column__content stk-container stk-0502b04-container stk--no-background stk--no-padding\"><div class=\"stk-block-content stk-inner-blocks stk-0502b04-inner-blocks\">\n<div class=\"wp-block-stackable-heading stk-block-heading stk-block-heading--v2 stk-block stk-cb0ec5d\" id=\"mochtest-du-auch-hub-spot-ersetzen\" data-block-id=\"cb0ec5d\"><style>.stk-cb0ec5d .stk-block-heading__text{color:#283e4c !important;}<\/style><h2 class=\"stk-block-heading__text has-text-color\">Do you want to replace HubSpot too?<\/h2><\/div>\n\n\n\n<p class=\"wp-block-paragraph\">Let\u2019s discuss your individual case. I\u2019ll be happy to review your current setup and show you what a switch to open source would mean for you.<\/p>\n\n\n\n<div class=\"wp-block-stackable-button-group stk-block-button-group stk-block stk-8749b78\" data-block-id=\"8749b78\"><div class=\"stk-row stk-inner-blocks stk-block-content stk-button-group\">\n<div class=\"wp-block-stackable-button stk-block-button stk-block stk-ace954b\" data-block-id=\"ace954b\"><a class=\"stk-link stk-button stk--hover-effect-darken\" href=\"https:\/\/cal.com\/adrianschimpf\/30min\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"stk-button__inner-text\">Book your free consultation<\/span><\/a><\/div>\n<\/div><\/div>\n<\/div><\/div><\/div>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Switch from HubSpot to Aivie without losing contacts or running workflows: export, import, campaigns, transition, and your first send in six steps \u2013 without any server setup of your own.<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[330,110,170],"tags":[538,115,120],"class_list":["post-34592","post","type-post","status-publish","format-standard","hentry","category-instructions","category-marketing-automation","category-open-source-marketing-automation","tag-hubspot-en","tag-mautic","tag-mautic-how-to"],"acf":[],"featured_image_urls_v2":{"full":"","thumbnail":"","medium":"","medium_large":"","large":"","post-thumbnail":"","aiv_480w":"","woocommerce_thumbnail":"","woocommerce_single":"","woocommerce_gallery_thumbnail":""},"post_excerpt_stackable_v2":"<p>Switch from HubSpot to Aivie without losing contacts or running workflows: export, import, campaigns, transition, and your first send in six steps \u2013 without any server setup of your own.<\/p>\n","category_list_v2":"<a href=\"https:\/\/aivie.ch\/en\/category\/instructions\/\" rel=\"category tag\">Instructions<\/a>, <a href=\"https:\/\/aivie.ch\/en\/category\/marketing-automation\/\" rel=\"category tag\">Marketing Automation<\/a>, <a href=\"https:\/\/aivie.ch\/en\/category\/open-source-marketing-automation\/\" rel=\"category tag\">Open Source Marketing Automation<\/a>","author_info_v2":{"name":"Adrian Schimpf","url":"https:\/\/aivie.ch\/en\/author\/adrian\/"},"comments_num_v2":"0 comments","_links":{"self":[{"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/posts\/34592","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/comments?post=34592"}],"version-history":[{"count":5,"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/posts\/34592\/revisions"}],"predecessor-version":[{"id":34620,"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/posts\/34592\/revisions\/34620"}],"wp:attachment":[{"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/media?parent=34592"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/categories?post=34592"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/aivie.ch\/en\/wp-json\/wp\/v2\/tags?post=34592"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}