How Keyfive's CRM moves from HubSpot to HighLevel: what comes over on its own, what gets rebuilt, and how your AI agents get one system of record with a trail of every change.
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My HighLevel partner link. A card is needed at signup. Plans and cost get compared once we see what you use in HubSpot today.
HighLevel has a built in HubSpot Importer. You connect HubSpot, pick what to bring, and it runs in the background. A report afterwards lists every record that imported, failed or needs a look.
Each step says who does it and links the manual for it. Click any link to read HighLevel's or HubSpot's own guide.
| Phase | What happens | Who |
|---|---|---|
| 1 | Trial, inventory, clean and back up HubSpot | Keyfive with KWeb |
| 2 | Import the data into a sandbox and check it | KWeb |
| 3 | Rebuild workflows, forms, reports, email and phone | KWeb, reviewed by Keyfive |
| 4 | Users, agent keys and the change trail | KWeb |
| 5 | Run both for a week, then cut over | Keyfive and KWeb |
Sign up with the link below. This account is the sandbox for the test import. Nothing touches HubSpot.
Record counts, pipelines, properties, active workflows, sequences, forms, reports, integrations, and every agent or tool that writes to the CRM. Pick the 5 workflows that matter most.
Merge duplicate contacts and companies. Export every object as CSV and keep the files.
Connect HubSpot, pick contacts, companies, deals, tasks. Allow duplicates during the import, then turn de-duplication back on.
Fix field key conflicts and records that failed. Deals with no contact are skipped. Calculated fields arrive as text.
Anything the importer missed comes in from the backup files.
Import contacts and create companies · Bulk import companies by CSV · Notes across contacts and opportunities
Workflows and sequences become HighLevel workflows. Test each one before it goes live.
Introduction to workflows · Workflow maps · Company based workflows · Automating opportunities
Rebuild the forms on your site, the email templates and any booking links.
Form builder · Email templates in workflows · Set up a booking calendar
Rebuild the reports your team reads every week.
Create a custom dashboard · Custom reports, scheduled as PDF · Smart lists
Set up a sending domain so email lands in the inbox. Move or add phone numbers if you call or text from the CRM.
Each person sees only what their job needs. Admin stays with 1 or 2 people.
User roles and permissions · Pipeline permissions · Dashboard permissions
Each agent gets its own key, so every change is tied to it. Agents write through workflows, not straight into records.
Private integrations (API keys) · HighLevel MCP server for AI agents
HighLevel's audit log shows who changed what, with before and after values, for 60 days. A separate log adds the agent name, the run and who approved it.
Your team works in HighLevel on real records. HubSpot stays as the backup.
One date. Final import of anything new, HubSpot goes read only, cancel it once nothing is missing.
The problem you described: agents edit data across platforms, don't talk to each other, and nobody can see who changed what. The move fixes that by design.
| Part | How it works |
|---|---|
| One system of record | Contacts, companies, deals and notes live in one HighLevel account. Agents read and write there, nowhere else. |
| One key per agent | Each agent gets its own key, so every change is tied to that agent. Turn one off without touching the rest. |
| Workflows are the only write path | Agents trigger a workflow. The workflow makes the change. One place to read it, test it and switch it off. |
| Approval for risky changes | Reads and drafts run on their own. Edits to live records, sends and deletes wait for a person to say yes. |
| Change trail | Every write logs the agent, the time, the record, before and after, and who approved it. A change ID on the record links back to it. |
| Roles for people | Each person sees only what their job needs. Admin stays with 1 or 2 people. |
HighLevel's own audit log labels workflow and API changes as "system". The separate change log above fills that gap so you can answer "who changed this, when, and who approved it" for any record.
Short guides for the people who use the CRM every day.
An AI assistant your team can ask about the move any time, in a shared Slack channel.
Optional. We can add it once the move plan is set.
A HubSpot export, or read only access, lets me size step 1. Then I send a fixed price plan for the move and the agent setup.
Kareem Khalifa · KWebDevelopment · 469-443-2611