HubSpot Migration Plan — Data Review & Approval

For: Holly Baumkratz, Catherine From: Vash Date: March 2026

What This Document Is

We're moving customer data from Calypso into HubSpot so the team has visibility into every account, renewal, and contact without needing to ask for SQL queries. This document lays out exactly what data goes into HubSpot, where it comes from, and what we need from you before we pull the trigger.

ChefTec.exe keeps running against Calypso as-is. Nothing changes for customers or for Mitch. This is about giving the sales and support team a real CRM.

What We're Working With Today

Metric	Count
Active customers	525
Cloud customers	380 (72%)
On-premises customers	145 (28%)
Annual revenue (trailing 12mo)	$1,603,140
Avg revenue per customer	$3,396
Customers with email on file	525 (100%)
Customers with phone on file	495 (94%)
Customers with lead source	524 (99.8%)

Product Tier Breakdown

Product	Customers	%
Plus	298	57%
Ultra	150	29%
Enterprise Premier	37	7%
Enterprise Ultima	33	6%
Basic	5	1%
Enterprise	2	<1%

Cloud Servers

Server	Customers
Delta	152
Marble	72
Holly	39
Empire	36
Lyons	29
Creede	26
Jamestown	24
Kiowa, Grover, Pitkin	1 each

Top Market Segments

Segment	Customers
Restaurants	161
Country Clubs / Golf / Yacht Clubs	93
Supermarkets / Grocery / Co-ops	48
Catering	32
Hotels / Resorts / Spa	21
Manufacturer	20
Assisted Living / Senior Centers	15
Education / Universities	12
Deli / Bakery / Coffee Shop	12

The Five Core Tables

We're building a clean intermediate database that sits between Calypso and HubSpot. Instead of importing Calypso's messy data directly, we clean it first, then push the clean version to HubSpot. Here are the five tables and every field that will exist.

1. CUSTOMERS (one row per company)

This is the anchor. Every company gets one clean row with their canonical name, address, subscription status, and key attributes.

Field	What It Is	Where It Comes From	Example
`customer_id`	Unique company identifier	Subscriptions.ID	84907
`company_name`	Official company name	CustDet.Company (deduped)	"Manito Country Club"
`address`	Street address	AddressBook (first record)	"123 Main St"
`city`	City	AddressBook	"Springfield"
`state`	State abbreviation	AddressBook	"IL"
`zip`	ZIP code	AddressBook	"62704"
`country`	Country	AddressBook (default: US)	"US"
`region`	Geographic region	Derived from state	"Midwest"
`industry_segment`	Market segment	MailStartFollowup + LkMarketSegments	"Restaurants"
`customer_status`	Active / Churned / Expired	Derived from Subscriptions	"Active"
`acquisition_date`	When they became a customer	Subscriptions.OriginalAcquisition	"2018-03-15"
`renewal_date`	Next renewal date	Subscriptions.SubscriptionRenews	"2026-06-01"
`subscription_type`	Subscription tier code	Subscriptions.SubscriptionType	2
`is_cloud`	Cloud or on-premises	Subscriptions.CloudServices	true
`cloud_server`	Which server they're on	Cont4X.CloudServer	"Delta"
`product_tier`	Product edition	Derived from SerialNumbers	"Ultra"
`annual_revenue`	Revenue in last 12 months	Payhist (summed)	$3,200
`lifetime_revenue`	All-time revenue	Payhist (summed)	$28,500
`lead_source`	How they found us	Cont4.OriginalSource	"Ref-Customer"
`lead_source_channel`	Channel group	Derived from lead source	"Referral"
`size_tier`	Revenue-based segment	Derived from annual revenue	"Mid-market ($2K-$10K)"
`pos_vendor`	POS system they use	InterfaceDetail / Cont4 (normalized)	"Aloha"
`owns_pos`	Do they own their POS?	Cont4."Own POS?"	true
`first_payment_date`	First payment ever	Payhist (min date)	"2015-07-22"
`last_payment_date`	Most recent payment	Payhist (max date)	"2026-01-15"

What we need from you: Review this list. Is anything missing that you regularly look up in Calypso? Is there anything here you'd never use?

2. CONTACTS (one row per person)

Every person associated with a company. Primary contact ranked first.

Field	What It Is	Where It Comes From	Example
`contact_id`	Unique contact identifier	Cont4.Cont4ID	45231
`customer_id`	Company they belong to	Cont4.ID	84907
`contact_rank`	Primary (1) or secondary (2+)	Derived from ROW_NUMBER	1
`first_name`	First name	Parsed from Cont4.Contact	"John"
`last_name`	Last name	Parsed from Cont4.Contact	"Smith"
`email`	Email address	CustDet.Email	"john@manito.com"
`phone`	Phone number	CustDet.Phone	"(217) 555-1234"
`title_code`	Title abbreviation	Cont4.Title	"GM"
`title_full`	Full title	LkTitle lookup	"General Manager"
`is_decision_maker`	Decision-maker flag	Derived from title code	true
`lead_source`	How this contact came in	Cont4.OriginalSource	"Ref-Customer"

What we need from you: Are there contacts you know are wrong or outdated? Do you maintain a separate contact list anywhere (spreadsheet, Outlook) that might be more current?

3. SUBSCRIPTIONS (one row per active subscription)

Each subscription becomes a "Deal" in HubSpot — this is the renewal pipeline.

Field	What It Is	Where It Comes From	Example
`subscription_id`	Unique subscription ID	Subscriptions.SubscriptionID	12345
`customer_id`	Company	Subscriptions.ID	84907
`deal_name`	Display name	Derived	"Manito Country Club — Renewal"
`amount`	Annual revenue	Payhist (12mo sum)	$3,200
`stage`	Pipeline stage	Derived from dates	"Active"
`renewal_date`	When it renews	Subscriptions.SubscriptionRenews	"2026-06-01"
`acquisition_date`	Original start date	Subscriptions.OriginalAcquisition	"2018-03-15"
`is_primary`	Primary subscription?	Subscriptions.PrimarySubscription	true
`is_cloud`	Cloud deployment	Subscriptions.CloudServices	true
`do_not_renew`	Flagged for churn	Subscriptions.DoNotRenew	false
`days_until_renewal`	Days to renewal	Derived	82
`subscription_type`	Type code	Subscriptions.SubscriptionType	2

Deal stages in HubSpot: - Active — Renewal is 60+ days out, everything normal - Renewal Due — Within 60 days of renewal, needs attention - Churned — DoNotRenew flagged - Expired — Past renewal date

What we need from you: Does this pipeline match how you think about renewals? Are there stages missing (e.g., "Invoice Sent", "Payment Received")?

4. LICENSES (one row per serial number)

Licensing detail stays in the intermediate database. Only a summary (product tier) goes to HubSpot as a company-level property.

Field	What It Is	Where It Comes From	Example
`serial_number`	License key	SerialNumbers.SerialNumber	"875123456"
`customer_id`	Company	SerialNumbers.ID	84907
`serial_type`	Main or Companion	Derived (875=Main, 675=Companion)	"Main License"
`primary_rank`	Is this the primary serial?	Derived (rank 1 = primary)	1
`is_active`	Currently active	Derived from activation dates	true
`product_tier`	Edition	Derived from Has* flags	"Ultra"
`activation_date`	Last activated	SerialNumbers.Activated	"2024-11-20"
`cheftec_version`	App version	SerialNumbers.ChefTecVersion	"5.1.2"
14 edition flags	Has ChefTec/Plus/Ultra/etc.	SerialNumbers.Has*	true/false
3 interface flags	EDI/QB/Vendor	SerialNumbers.Interface*	true/false
21 module flags	All modules	SerialNumbers.Module*	true/false
9 export flags	Export capabilities	SerialNumbers.Export*	true/false

What goes to HubSpot: Only product_tier (from the primary serial) is pushed to the Company record. The per-serial detail stays in the intermediate database for reference and reporting.

What we need from you: Do you ever need to look up specific module or interface flags for a customer? If so, we can push key ones (like InterfaceVendor) to HubSpot as well.

5. POS VENDORS (one row per customer with POS data)

Normalized POS vendor information. We clean up the misspellings and give you a canonical vendor name.

Field	What It Is	Where It Comes From	Example
`customer_id`	Company	Various sources	84907
`pos_vendor_raw`	Original messy value	InterfaceDetail / Cont4	"Alhoa POS System"
`pos_vendor`	Cleaned vendor name	Normalized by our code	"Aloha"
`owns_pos`	Customer owns their POS	Cont4."Own POS?"	true
`source`	Where we got the data	InterfaceDetail or Cont4	"InterfaceDetail"

What goes to HubSpot: pos_vendor and owns_pos as Company properties.

What we need from you: Can you spot-check a few of these? If you know "Customer X uses Toast" we can verify our normalization is working.

Known Data Quality Issues

We've found these problems in Calypso. The cleaning layer fixes them before anything reaches HubSpot, but you should know about them.

Issue	What's Wrong	How We Fix It	Your Help Needed
Duplicate company rows	9,239 customer IDs have multiple rows in CustDet	We take the first row per ID (ROW_NUMBER dedup)	None — automated
Garbage company names	18 active accounts have blank names, "///", IP addresses, or numeric entries as company names	We filter these out of reports	Can you identify these accounts? They're paying customers with no name on file
Shared customer IDs	Some IDs map to multiple businesses (e.g., one ID for both "Dixie Tavern" and "Profit Strategies")	We flag these for manual review	Need you to tell us which is the real customer
POS misspellings	"Alhoa", "Alohoa", "aloha POS" all mean "Aloha"	Automated normalization with 65+ pattern rules	Spot-check a sample
Missing phone numbers	30 active customers have no phone	Import as-is, team fills in HubSpot	Update as you learn them
No support ticket history	Support tickets exist (101K rows) but not mapped yet	Phase 2 — comes later	None now

Roadmap & Timeline

Week 1: Data Validation (YOU ARE HERE)

Task	Who	What
Review this document	Holly, Catherine	Confirm fields, flag anything missing or wrong
Spot-check 20 accounts	Holly, Catherine	We give you a list of 20 companies — verify names, tiers, and contacts match what you see in Calypso
Resolve shared IDs	Holly, Catherine	We provide the list of ambiguous IDs — you tell us which company name is correct
Identify the 18 unnamed accounts	Holly, Catherine	We provide customer IDs — you look them up in Calypso and give us the real names

Week 2: HubSpot Setup & First Import

Task	Who	What
Create HubSpot custom properties	Vash	Set up all the fields listed above in HubSpot
Build intermediate database	Vash	Stand up the clean database with all 5 tables
Import companies (525)	Vash	Load all active companies into HubSpot
Import contacts	Vash	Link contacts to their companies
Import deals (renewal pipeline)	Vash	Every active subscription becomes a deal with a stage

Week 3: Validation & Team Onboarding

Task	Who	What
Validate 50 accounts in HubSpot	Holly, Catherine	Open HubSpot, search for companies you know, verify everything looks right
Walk-through session	Vash + Holly + Catherine	Live demo: how to find a customer, see their renewal, check their product
Flag corrections	Holly, Catherine	Anything wrong goes into the corrections list — we fix it in the cleaning layer

Week 4: Go Live

Task	Who	What
Team starts using HubSpot daily	Holly, Catherine	Look up customers in HubSpot instead of asking for queries
Begin email tracking	Holly, Catherine	Send customer emails from HubSpot so they're logged
Set up renewal views	Vash	Filtered views: "Renewing this month", "Renewing next 60 days", "At risk"

Month 2-3: Automation

Task	Who	What
Automated sync (Calypso → HubSpot)	Vash	New customers and status changes flow automatically
Renewal workflow	Vash	Automatic reminders at 90/60/30 days before renewal
Usage signals	Vash	"Last active date" and "usage tier" pushed to HubSpot from app telemetry
Support history	Vash	Ticket counts and last ticket date added to company records

What We Need From You Now

Read through the five tables above. Flag anything missing, wrong, or confusing.
Tell us about your current workflow. What do you look up most often in Calypso? What takes the most clicks? What information do you wish you had at a glance?
Block 30 minutes for a spot-check session. We'll pull 20 sample accounts and walk through them together — you tell us if the data matches reality.
Pipeline stages — does Active / Renewal Due / Churned / Expired work, or do you need additional stages?

Best Way to Work Together

Option A (recommended): Shared review session We schedule a 45-minute call. I screen-share the sample data. You tell me in real-time what's right and what's off. We document corrections on the spot. One session gets us 80% of the way there.

Option B: Async review I send you a spreadsheet with 50 sample accounts (name, product, renewal date, contact, email). You mark up corrections in a column and send it back. Takes longer but works if schedules don't align.

Either way, once you've signed off on the data, we can have HubSpot live within a week.

Questions? Reply to this doc or grab me on Slack.