Invenias to HubSpot
<cite index="3-1,3-3">Invenias is an executive search software platform from Bullhorn, acquired by Bullhorn in 2018.</cite>
Invenias data can move into HubSpot, landing mainly in Sales Hub. 3 of 7 mapped objects move directly (People (candidates and contacts), Companies (clients) and Notes); 3 items need manual work and 2 do not move. Plan roughly 2-4 weeks for a small move and 10-20 weeks for a large one.
Migration checklist for Invenias
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 people
Contacts, companies and BD deals only.
Mid migration
10k-100k people
Adds assignments, notes and resumes.
Large migration
>100k people
Custom objects, candidate histories and a retained ATS integration.
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 Invenias: what you need to get in, what lands in HubSpot, and what will not.
REST (Swagger UI at https://{subdomain}.invenias.com/api)
Tenant subdomain/endpoint, plus a Client ID and Client Secret from an API application.
A system administrator sets up the API application. Its read/write permission is set at the top level, and per-user permissions still apply.
Choose your route
How will you move the data?
No native connector was found.
- You need: Tenant subdomain/endpoint, plus a Client ID and Client Secret from an API application.
- Permission: A system administrator sets up the API application. Its read/write permission is set at the top level, and per-user permissions still apply.
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.
- REST API read access to entities (people, companies, assignments, programmes)
- List endpoints return at most 1,000 rows per request, so paging is required
- Search endpoints such as POST /api/v1/search/people
- Bulk export via a Bullhorn partner or systems integrator (e.g. Solexecution)
Limits: To confirm
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: 10-20 weeks, usually phased.
Talk to a partnerWhere each object lands
In Invenias
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| People (candidates and contacts) | Contacts | yes | Both are the same 'people' entity in Invenias, so split them by candidate/contact flags and assignment links. Consider a custom property or lifecycle stage to mark candidates. |
| Companies (clients) | Companies | yes | Companies is a core Invenias entity. |
| Assignments (searches/vacancies) | Deals | partial | Assignments are the unit of work. Map them to Deals, or to a Custom object if candidate-per-search tracking is needed. |
| Business development pipeline | Deals | partial | Rebuild as a separate HubSpot deal pipeline. |
| Candidate-assignment links (shortlists/stages) | Custom objects | manual | Needs a custom object or association labels. No documented standard HubSpot equivalent. |
| Notes | Notes | yes | Candidate notes have a subject, content and candidate ID. |
| Resumes and documents | Files | partial | Resumes can be retrieved, then uploaded to HubSpot Files and attached to records. |
What to expect
These are Invenias product features with no HubSpot equivalent. HubSpot's Outlook add-in covers only part of the Outlook workflow.
Reports must be rebuilt in HubSpot reporting or an external BI tool.
Both come from a single people entity.
HubSpot has no native executive search object, so you must choose between Deals and a Custom object.
Invenias supports consent requests and GDPR handling. Map these to HubSpot subscription and legal-basis properties.
Export consent status and dates, and map them to HubSpot properties before any marketing send.
Keep an ATS or sourcing tool for those functions and sync it with HubSpot.
Page with PageSize/PageIndex and run extraction off-hours.
Use an admin-configured API application with read access and test visibility on sample records.
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.
The REST API and its entities are documented by the vendor. HubSpot has no documented native Invenias connector, and the object-to-HubSpot mapping rests on category-level knowledge. Export options, limits and certifications are not fully confirmed.
Sources
Related migrations
Frequently asked questions
How do I migrate Invenias to HubSpot?
1. Ask the Invenias admin to create an API application with read-only permission. 2. Open the Swagger UI at your subdomain and list the entities and custom fields in use. 3. Count people, companies, assignments and notes to size the job. 4. Decide whether assignments become Deals or a Custom object.
What data can move from Invenias to HubSpot?
These objects move directly: People (candidates and contacts), Companies (clients) and Notes. Check the mapping table for partial and manual items.
What does not move from Invenias to HubSpot?
Outlook-native workflow and client/candidate portals and Invenias Analytics / Power BI reports. Plan to rebuild or retire these.
How long does a Invenias to HubSpot migration take?
Small (<10k people): 2-4 weeks. Mid (10k-100k people): 4-10 weeks. Large (>100k people): 10-20 weeks. These are planning estimates, not a quote.
What access do I need to export from Invenias?
Tenant subdomain/endpoint, plus a Client ID and Client Secret from an API application. A system administrator sets up the API application. Its read/write permission is set at the top level, and per-user permissions still apply.
What compliance issues apply when moving Invenias data?
Check: Candidate personal data (GDPR/UK GDPR), Possible sensitive data in notes, such as health or diversity information and Referee third-party data. Agree consent, retention and access rules before exporting.
Moving Invenias into HubSpot?
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