Capsule to HubSpot
Capsule is a simple online CRM for small and midsize businesses. It manages contacts, sales pipelines, tasks, projects and email integration.
Capsule data can move into HubSpot, landing mainly in Sales Hub. 2 of 8 mapped objects move directly (Parties (people) and Parties (organisations)); 5 items need manual work and 3 do not move. Plan roughly 1-2 weeks for a small move and 6-12 weeks for a large one.
Migration checklist for Capsule
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 6 doneDuring
0 of 6 doneAfter
0 of 6 doneWhat will it take?
No price list: cost follows volume, custom objects and how much logic must be rebuilt. Answer four quick questions for a planning range.
The three scenarios
Small migration
<10k contacts, few custom fields
CSV import with manual associations.
Mid migration
10k-100k parties with notes and deals
Hybrid CSV and API, plus workflow rebuild.
Large migration
>100k parties with heavy entry history and attachments
Custom API pipeline within rate limits.
What moves the number
Timeline ranges are planning estimates, not a quote. A partner confirms scope after discovery.
Access, mapping and limits
Start with how data leaves Capsule: what you need to get in, what lands in HubSpot, and what will not.
REST/JSON (API v2)
A personal access token, generated under My Preferences > API Authentication, or an OAuth 2 app.
One third-party guide reports 4,000 requests per hour per bearer token. Pagination is page-based with perPage up to 100.
Choose your route
How will you move the data?
HubSpot offers an integration for importing records from Capsule.
- You need: A personal access token, generated under My Preferences > API Authentication, or an OAuth 2 app.
- Permission: To confirm
Native imports often bring over only some data, so check coverage per object in the mapping below.
Export each object, clean it, then import it into HubSpot.
- Account export (Account Settings > Export Data): a ZIP of CSVs for Contacts, Opportunities and Projects. File attachments are excluded and the link expires after 12 hours.
- REST API v2 extraction of parties, opportunities, projects, tasks, users, tags and custom field definitions. The `since` filter supports incremental pulls on parties and opportunities.
Limits: One third-party guide reports 4,000 requests per hour per bearer token. Pagination is page-based with perPage up to 100.
Migration and sync tools can move more than a plain import. Confirm which objects each one supports before you choose.
Best when volume is high, custom objects are many or automation is heavy. That is the Large scenario: 6-12 weeks, usually phased.
Talk to a partnerWhere each object lands
In Capsule
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Parties (people) | Contacts | yes | Core fields and custom fields move by CSV or API. Email is the dedupe key. |
| Parties (organisations) | Companies | yes | Import companies first so contacts can associate. Person-to-organisation links need a separate association step. |
| Opportunities | Deals | partial | Milestones must be mapped to HubSpot pipeline stages. Deal associations need a separate step. |
| Projects (cases) | Custom objects | manual | There is no native HubSpot equivalent. Use a custom object or tickets, depending on how projects are used. |
| Entries (notes, emails, calls) | Notes | partial | Entry history must be pulled per party through the API. The CSV export may truncate it. Map entries to Notes, Emails or Calls. |
| Tasks | Tasks | partial | Tasks are available through the API. Task associations must be rebuilt. |
| Users | Contacts | manual | Users are not migrated as records. Map each Capsule user to a HubSpot user to set record owners. |
| Attachments | Files | manual | Attachments are excluded from the CSV export and must be downloaded individually through the API. |
What to expect
No documented export of automation definitions was found. Rebuild them in HubSpot workflows.
These are not exported as data. Rebuild them with HubSpot teams and permission sets.
Saved reports are not exportable. Rebuild them in HubSpot.
There is no export path for automation definitions.
Stage names and probabilities need agreed targets.
Flat CSV imports often orphan associations.
The account export excludes files.
Owners must exist in HubSpot before import.
Extract entries through the API and avoid opening the CSV in Excel.
Load companies, then contacts, then deals. Keep Capsule IDs in external ID properties and associate by those IDs.
Batch and back off, and use the `since` filter for deltas.
Pull field definitions through the API and pre-create HubSpot properties.
Download the ZIP promptly after generating it.
Data governance and compliance
Decide what is allowed to move before anything is exported. Tick each gate once it is agreed.
How we researched this page
How much to trust each section, and where it comes from.
API auth, rate limit and export format are supported by vendor-linked and third-party sources. Object mapping to HubSpot rests on third-party guides plus analyst knowledge, with no HubSpot doc specific to Capsule. Activity and association export coverage is unverified.
Sources
Related migrations
Frequently asked questions
How do I migrate Capsule to HubSpot?
1. Audit Capsule parties, opportunities, projects, tags and custom fields, and count the entries per party. 2. Generate an API personal access token under My Preferences > API Authentication. 3. Run the Export Data ZIP as a baseline and note its 12-hour expiry. 4. Pull field definitions through the API and map them to HubSpot properties.
What data can move from Capsule to HubSpot?
These objects move directly: Parties (people) and Parties (organisations). Check the mapping table for partial and manual items.
What does not move from Capsule to HubSpot?
Workflow/automation (Tracks, rules) configuration, User permissions and roles and Reports and dashboards. Plan to rebuild or retire these.
How long does a Capsule to HubSpot migration take?
Small (<10k contacts, few custom fields): 1-2 weeks. Mid (10k-100k parties with notes and deals): 3-6 weeks. Large (>100k parties with heavy entry history and attachments): 6-12 weeks. These are planning estimates, not a quote.
What access do I need to export from Capsule?
A personal access token, generated under My Preferences > API Authentication, or an OAuth 2 app.
Is there a native HubSpot connector for Capsule?
Yes. Confirm the supported objects in discovery.
What compliance issues apply when moving Capsule data?
Check: Free-text notes may contain health, financial or minors' data depending on the customer.. Agree consent, retention and access rules before exporting.
Moving Capsule into HubSpot?
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