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Moving your Data into Capsule

Migrating the data

Preparation is key when making the transition from one CRM to Capsule. You can start by checking out our blog post: 6 Steps to Successfully Migrate CRM Data

When migrating data from one CRM to another, after you have completed your data analysis and cleanup (steps 1 and 2 in the above blog post), the next step is to export the data from your existing system and then format it ready to import into Capsule. The way the exported data will be formatted after export is dependant on your current CRM.

We have some helpful tips depending on the CRM you are migrating from.


You can export your contacts from HubSpot and then directly import these into Capsule. Within the HubSpot Academy there is an article explaining the process to export your lists.

Salesforce, Pipedrive, Act! And Zoho

Some CRM’s don’t provide all of your data in a single CSV file, for example, contact details and notes can end up separated. Salesforce, Pipedrive, Act! and Zoho are instances of a CRM that doesn’t export your data to a single CSV file.

Salesforce’s backup data export gives you a list of different files where the data is split up. Act! gives you all the contacts in one export and a separate export gives you the history. Pipedrive also exports to separate files. Similar to the others, the export from Zoho gives you an option to export from individual modules or individual reports. Zoho reports have additional limitations that reduce their suitability for large scale exports.

With Capsule when you import a CSV file, all the information for the contact, such as name, phone number, notes and email history, needs to be in the same file when you do the import. You can’t complement an existing contact with notes and email history from a new CSV file. Due to this, for an export from Salesforce, Pipedrive, Act! or Zoho, you’ll need to merge the individual files into a single file before importing.

Contact Import

The last step will be to import the contact records via a CSV file or vCard. We have a full guide to help you with this step. One thing to note is that our in-app import is purely for the contact records and their associated information like phone numbers and addresses, etc. Third party tools can be used to help with importing opportunities and cases. You can read more on this in Opportunities and Cases Import below.

Additional Tips

Linking People and Organizations

If you are importing Organizations and People together, we recommend preparing two separate CSV files (one for Organizations and one for People). It isn’t required, but it can help your visually organize your data.

When importing the Organization, just make sure that you don’t map any field from the file to the Person name field in Capsule, as otherwise they will be imported as a Person, rather than an Organization.

Then, when importing People, you can add an Organization column where you would add the name of the Organization they belong to. The name needs to exactly match the name of the Organization that you have already imported in order for it to be linked to the correct Organization in Capsule.

Opportunities and Cases Import

In Capsule, we call sales deals ‘Opportunities’ and projects ‘Cases’. Cases are essentially a storage area for everything to do with a particular project. Capsule itself doesn’t have a way to import opportunities or cases like you can with contacts. Instead there is a process that involves using a third party service called Zapier. Zapier is an integration platform that connects different services that don’t have their own integrations with each other and they have an integration with Capsule and Google Sheets.

In Zapier you create ‘zaps’ that when triggered in one app, action something in another. So the ‘zap’ you would create here would be using a new Google Sheet row to create a new opportunity in Capsule. Once the zap template is created, it’s simply a case of copying the data you have for your opportunities in the CSV file to the Google Sheet and the zap will take care of the rest. We have an example zap template setup for you to review.

Feel free to send us a message if you have any questions. You can expect a reply from our lovely customer support team Monday – Friday.