CSV exports destroy Monday.com relationships. If Connect Boards links, files, or subitems matter, use API-based migration with dependency-ordered loads and rate-limit handling.
Monday.com is a flexible Work OS where boards, columns, and relationships are entirely opt-in. HubSpot enforces a relational CRM schema where Contacts, Companies, and Deals are connected through an explicit Associations API. CSV exports from Monday.com destroy relationships — Connect Boards links, file attachments, and subitems are all lost. Board exports cap at 10,000 items. Preserving account-contact-deal chains requires an API-driven migration with dependency-ordered loading, HubSpot Associations API calls, and rate-limit handling across both platforms' independent constraints.
The runbook
Work top to bottom. Tick steps as you go — your progress is saved in this browser.
01 Discovery Decide what content deserves to move before you plan how to move it.
Objective A content inventory with a keep/rewrite/retire decision on every article and an agreed URL strategy.
Keep these open
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Inventory all content in monday.com
Count articles, categories, attachments, images and embedded media, and pull page views and last-updated dates for each article. Usage data is what makes the next decision defensible rather than political.
Data Profiler Get real record counts instead of estimating from memory -
Make a keep, rewrite or retire call on every article
Most knowledge bases are half stale. Migrating everything imports the staleness and doubles the work; use views and last-updated to triage, and get the owning team to confirm. This usually removes 30-50% of scope.
Migrating stale content is the most common knowledge-base migration mistake — it costs effort and actively degrades the new site.
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Agree the URL and redirect strategy
Decide the HubSpot URL structure and whether you can serve 301 redirects from the old paths. Public help centres carry real search traffic and inbound links; losing it is a measurable commercial impact.
Without 301 redirects from old article URLs you lose accumulated search ranking and every external link and bookmark breaks.
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Map the information architecture
Document the current category tree and design the target one, checking whether HubSpot supports your nesting depth. Deeply nested hierarchies frequently have to be flattened, which changes navigation for everyone.
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Confirm permissions, audiences and localisation scope
Establish which content is public, internal or restricted, and how HubSpot models that. Then confirm how many locales you have and whether translation relationships between articles survive the move.
Don't move on until
- Full content inventory with page views and last-updated dates
- Keep / rewrite / retire decision recorded per article
- URL and redirect strategy agreed with whoever owns SEO
02 Data Audit Audit the markup, the links and the assets — that is where KB migrations break.
Objective A content export with markup, internal links and every embedded asset accounted for.
Keep these open
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Export content and assess markup fidelity
Export articles in the richest format available and inspect what survived: tables, code blocks, callouts, nested lists, anchors and embedded video. Rich formatting is where fidelity is lost, and it is lost quietly.
HTML-to-Markdown conversion routinely mangles nested lists, tables and code blocks. Inspect the output rather than trusting the converter.
Data Profiler Profile the monday.com export for nulls, outliers and type drift -
Inventory every internal link and cross-reference
Extract all internal links, anchor links and article cross-references. These break by default: the target URL structure differs, so every internal link needs rewriting as part of the load, not afterwards.
Internal links left pointing at old URLs turn the new knowledge base into a maze of 404s on day one.
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Inventory images, attachments and embedded media
List every asset with its URL, size and type, and confirm each still resolves. Assets hosted on the old platform's CDN will 404 the moment you decommission it, so they must be rehosted, not referenced.
Images referenced from the source platform's CDN break when the old account closes. Download and rehost every asset.
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Find and fix broken links and orphans
Crawl for existing broken internal and external links, and find articles no category links to. Fix them before migrating — a migration is a bad time to discover pre-existing rot.
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Check for PII and internal information in public content
Scan for customer names, internal hostnames, credentials in code samples and screenshots containing real data. Republishing these on a public help centre is a disclosure, and screenshots are the usual culprit.
PII & Compliance Scanner Find regulated fields before they land in a new system -
Normalise metadata
Standardise authors, tags, timestamps to UTC, and locale codes. Author mapping needs a decision for people who have left — attribution to a deleted user usually fails the import.
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Identify Connect Boards columns
These define your relationship graph. Document which boards link to which, and the cardinality (one-to-many, many-to-many).
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Audit column types
Monday.com supports 30+ column types (Status, People, Date, Timeline, Formula, Mirror, Connect Boards, File, etc.). Map each to a HubSpot property type.
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Document automations
Monday.com automations don't transfer. Catalog them — you'll rebuild them as HubSpot Workflows.
monday.com → HubSpot specifics
- List all CRM-related boards
- Leads, Contacts, Accounts/Companies, Deals, Activities. Include any custom boards used for project tracking or support that feed your sales process.
- Count subitems
- Subitems on classic boards live on a hidden child board. Decide whether they become standalone HubSpot records, line items, or notes.
- Consolidate redundant columns
- Monday users often create multiple columns for the same data point (e.g., "Phone," "Mobile," "Work Phone"). Map these to a single HubSpot property.
- Destroys relationships
- Connect Boards columns export as text, not as linkable references. You lose all Account → Contact → Deal chains.
- Drops files
- File columns export as URLs that expire. You can't import files into HubSpot via CSV.
Don't move on until
- Content exported with markup fidelity assessed
- Every internal link and asset reference inventoried
- Broken links and missing assets fixed or logged
03 Field Mapping Map structure, metadata, permissions and — above all — URLs.
Objective A mapping covering article fields, taxonomy, permissions and a complete old-to-new URL map.
Keep these open
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Map the article schema
Map title, body, excerpt, author, dates, status, tags, SEO metadata and any custom properties. Confirm which fields HubSpot lets you set on import versus which it computes — computed dates are a common surprise.
Schema Mapper Opens pre-loaded with the monday.com → HubSpot field pair -
Map the taxonomy and hierarchy
Map categories, sections and tags to the target structure, resolving any nesting-depth limit explicitly. If you must flatten, decide how the lost level is preserved — usually as a tag or a title prefix.
JSON to CSV Converter Flatten nested API responses into a reviewable sheet -
Map permissions and audience segmentation
Map public, logged-in, and role-restricted visibility to HubSpot's model. Verify the mapping deliberately: internal content accidentally published publicly is the highest-severity failure in this whole category.
Permission mapping errors publish internal documentation to the open web. Verify visibility on every restricted article after load.
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Build the complete old-to-new URL map
Produce a row per article mapping the old URL to the new one, then confirm exactly where the 301s will be served — HubSpot, a CDN, or your own web layer. Without this artifact the redirect step cannot be executed at all.
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Define the markup conversion and link-rewrite rules
Specify how each markup construct converts and how internal links are rewritten using the URL map. Write it as a repeatable transform, not manual edits — you will run it more than once.
Data Format Converter Reshape the export into the format HubSpot's importer expects -
Plan localisation and freeze the spec
Confirm how translated articles link to their source language in HubSpot, then version and sign off the mapping spec.
Don't move on until
- Article schema and taxonomy mapped
- Permission and audience model mapped to target equivalents
- Complete URL map produced and redirect method confirmed
04 Test Migration Pilot the hardest articles, then read them.
Objective A pilot load whose formatting, links, assets and search all hold up under human review.
Keep these open
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Configure HubSpot with the agreed structure
Create the category tree, permission groups, locales and branding before loading. Articles loaded before their categories exist land uncategorised and have to be moved by hand.
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Pick the most difficult articles as the pilot
Choose 20-50 articles for difficulty: the longest, the most heavily formatted, ones with tables and code blocks, deep internal linking, many images, embedded video, restricted visibility, and non-Latin scripts. Easy articles prove nothing.
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Run the conversion and load with link rewriting
Apply the markup conversion, rewrite internal links from the URL map, upload and re-reference assets, then load. Log every conversion warning rather than suppressing it.
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Read every pilot article side by side
Open source and target together and compare rendering. This step is manual on purpose: no automated check catches a table that collapsed into a paragraph or a code block that lost its indentation.
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Click every link and load every asset
Verify each internal link resolves, each image loads from the new host, each attachment downloads and each embed plays. Assets still served from the old CDN are the defect that surfaces only after decommissioning.
Migration Validation Tool Diff the pilot batch against source before scaling up -
Test search and permissions
Search for known terms and confirm the right articles rank, then verify every restricted pilot article is invisible to an anonymous browser. Test permissions from a logged-out session, not an admin one.
Don't move on until
- Complex articles render correctly with formatting intact
- Every internal link and asset in the pilot resolves
- Search returns sensible results for the pilot content
05 Cutover Publish, redirect, and keep the search traffic.
Objective All in-scope content live in HubSpot with redirects serving and search engines informed.
Keep these open
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Load the full content set ahead of the switch
Run the full conversion and load into HubSpot, unpublished or on a staging domain. Content migration differs from data migration here: you can stage the whole thing before anyone sees it.
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Publish the runbook with the redirect step first-class
Sequence the freeze, final delta, publish, redirect activation, sitemap submission and link updates, with owners for each. Redirect activation is the step with lasting commercial consequences, so it gets explicit ownership.
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Freeze editing and migrate the delta
Stop editing in monday.com, then convert and load anything changed since the full load. Announce the freeze to every team that publishes — content teams are used to editing whenever they like.
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Publish and verify permissions live
Publish the content set, then immediately verify restricted articles are not publicly reachable using an anonymous session. Do this before announcing the new site, not after.
Verify restricted content from a logged-out browser. An admin session will show you everything and tell you nothing.
Migration Validation Tool Confirm the final delta landed before you reopen -
Activate 301 redirects and submit the sitemap
Turn on the redirects from the URL map, then spot-check a sample of high-traffic old URLs and confirm each returns 301 to the right article. Submit the new sitemap and keep the old one reachable until search engines have recrawled.
Redirect chains and redirect loops both leak ranking. Verify each redirect resolves in a single hop.
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Repoint in-product and support links
Update help links embedded in your product, in support macros, in email templates and in onboarding material. These are the links your existing customers actually use, and they are easy to forget.
Don't move on until
- All content loaded, categorised and correctly permissioned
- 301 redirects live and verified from a sample of old URLs
- Sitemap submitted and support links repointed
06 Validation Watch traffic, links and search rankings for weeks, not hours.
Objective Verified content completeness, healthy redirects, and search traffic recovered to baseline.
Keep these open
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Reconcile content counts and assets
Compare article counts by category and status, plus asset counts, against source. Confirm every article in the keep list is present and every retired one genuinely is not.
Migration Validation Tool Reconcile monday.com and HubSpot record-for-record -
Crawl the new site for broken links and assets
Run a full crawl for 404s, broken images and missing attachments, and fix everything it finds. Repeat the crawl after the fixes rather than assuming they worked.
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Verify the redirects at scale
Test every mapped old URL for a single-hop 301 to the right destination. Chains and loops both leak ranking and are invisible unless you check the whole map, not a sample.
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Monitor organic traffic and rankings for four to eight weeks
Track organic sessions, impressions and rankings for your top articles against baseline. A dip in the first two weeks is normal; one that has not recovered by week six is a redirect or indexing problem to investigate.
Do not decommission the old platform until search traffic has recovered — you may still need the old URLs to diagnose a ranking loss.
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Verify search, permissions and feedback loops
Confirm on-site search returns good results for real queries, re-verify restricted content from a logged-out session, and check article feedback and analytics are collecting.
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Sign off and decommission on a delay
Get acceptance against the Discovery criteria, keep monday.com available read-only until traffic has recovered, take a final export, and only then close the account.
monday.com → HubSpot specifics
- Date fields
- (timezone shifts can silently shift dates by one day)
- Associations
- (spot-check that Contact → Company → Deal chains are intact)
Don't move on until
- Article counts reconciled and no broken links remain
- Redirects returning 301 with no chains or loops
- Organic traffic recovered to within tolerance of baseline
Field mapping reference
The field-by-field mapping for each object. Use this as the starting point for your mapping spec.
Board/Entity Object
| monday.com field | HubSpot field | Notes |
|---|---|---|
| Accounts board | Companies | Map company name, domain, industry, and address fields. Match by domain or explicit external ID, not display name. |
| Contacts board | Contacts | Map email (required unique identifier), name, phone, lifecycle stage. |
| Leads board | Contacts (with Lifecycle Stage = Lead) or Leads | HubSpot's Leads object requires Sales Hub Professional or Enterprise and must be associated with an existing Contact. If the target portal doesn't support the Leads object, map Monday leads as Contacts with qualification metadata. (knowledge.hubspot.com) |
| Deals board | Deals | Map deal name, amount, stage, close date. Pipeline stages must be pre-created in HubSpot. |
| Activities (items/subitems/updates) | Engagements (Notes, Tasks, Calls, Emails, Meetings) | Monday.com updates → HubSpot Notes. Tasks → HubSpot Tasks. Choose target activity type deliberately. |
| Custom boards (e.g., Products, Projects) | Custom Objects (Enterprise only) or flattened into existing objects | Requires HubSpot Enterprise. Max 10 custom object definitions by default. |
Column Column Type
Must map Monday.com labels to HubSpot internal enum values
| monday.com field | HubSpot field | Notes |
|---|---|---|
| Item Name | name | Direct |
| Direct; used as unique ID for contacts | ||
| Phone | phone | Normalize format |
| Status | status | Map labels to internal values |
| Person (Owner) | people | Map Monday user IDs → HubSpot owner IDs |
| Date | date | Convert to Unix timestamp (midnight UTC) |
| Timeline | timeline | Split into two fields |
| Numbers | numeric | Direct |
| Long Text | long_text | Direct |
| Dropdown | dropdown | Map values to internal options |
| File | file | Download from S3 URL → upload to HubSpot Files API |
| Connect Boards | board_relation | Rebuild via Associations API after both records exist |
| Mirror | mirror | Don't migrate — it's a reflection of source data |
| Subitems | subtasks | Decide per use case |
Risk matrix
Per-object risk for this pair. Plan extra validation around anything marked high.
| Object | Risk | Notes |
|---|---|---|
| Connect Boards Links | high | CSV destroys all relationships — Associations API required |
| File Attachments | high | S3 URLs expire — must download before extraction completes |
| Subitems | high | No HubSpot nesting — must decide on flattening strategy |
| Automations | high | Monday.com automations do not transfer — rebuild in Workflows |
| Custom Board Data | high | HubSpot custom objects require Enterprise and are capped at 10 |
| Status Columns | medium | Must map Monday.com labels to HubSpot internal enum values |
| Date / Timeline Fields | medium | Timelines split into two date properties — timezone shifts possible |
| People / Owner Fields | medium | Monday.com user IDs must be mapped to HubSpot owner IDs |
| Text / Number Fields | low | Direct mapping to HubSpot text and number properties |
| Mirror Columns | low | Skip entirely — migrate the source data instead |
The hard parts
What makes this specific migration difficult, beyond the mechanics.
Relationship Preservation
Connect Boards links between Monday.com boards must be rebuilt as HubSpot Associations using a mapping table and dependency-ordered record creation.
Schema Translation
Monday.com's flexible, untyped columns must be mapped to HubSpot's typed properties. Status labels, Timelines, and People columns all require custom transformations.
File Attachment Handling
Monday.com stores files as temporary AWS S3 URLs that expire. Files must be downloaded immediately and re-uploaded to HubSpot.
Subitem Migration
HubSpot has no native nesting concept. Subitems must be flattened into Notes, Tasks, Line Items, or standalone records.
Rate Limit Coordination
Monday.com uses complexity-based limits with daily call caps. HubSpot uses token-bucket burst limits. Both must be managed independently.
Tools used in this playbook
All free, all run entirely in your browser — nothing is uploaded.
FAQ
Can I migrate Monday.com to HubSpot using CSV export?
Yes, but only for small, flat datasets. CSV export from Monday.com strips Connect Boards relationships, drops file attachments, and flattens subitems. Board export is also capped at 10,000 items per export. For anything beyond 1,000 records or if cross-board relationships matter, use the API.
What are Monday.com's API rate limits for data migration?
Monday.com enforces a complexity limit of 10,000,000 points per minute and daily call limits that vary by plan: 1,000 calls/day on Basic/Standard, 10,000 on Pro, and 25,000 on Enterprise. Cursor-based pagination returns up to 500 items per query, and cursors expire after 60 minutes.
How do I migrate Monday.com Connect Boards relationships to HubSpot?
Use the HubSpot Associations API. During extraction, build a mapping table of Monday.com item IDs to HubSpot record IDs. Create records in dependency order (Companies → Contacts → Deals), then loop through your Connect Boards data to create associations using the mapped IDs. CSV import cannot do this.
Does HubSpot support custom objects from Monday.com boards?
HubSpot custom objects require an Enterprise subscription and are limited to 10 custom object definitions by default, with up to 2 million records per custom object. If you're on Professional or lower, flatten custom board data into properties on standard objects like Contacts, Companies, or Deals.
Can Monday.com Leads become HubSpot Leads?
Only if the target HubSpot portal supports the Leads object (requires Sales Hub Professional or Enterprise), and each Lead must be associated with an existing Contact. Otherwise, map Monday leads as Contacts with lifecycle stage set to Lead, or as Contacts with early-stage Deals.