How do I migrate my HubSpot account data to another regions data centre?

If you’re a customer with a paid HubSpot subscription, you can migrate your data to one of HubSpot’s other data centers. Once you’ve reviewed the requirements, logistics, and impact of the data migration tool, you can initiate a migration to the data center from within your HubSpot account.

HubSpot will also situationally sign customers up for a migration if it's been determined that they're a better fit for another data hosting location to improve customer account performance. Customers will receive a notification 30 days in advance if this happens.

In these cases, customers can opt out (cancel), or reschedule the migration.

After your data migration is complete, you'll need to take a few actions to reset the settings and tools in your account, set out below.

1. Verify Eligibility and Understand Requirements

Subscription Level: Ensure your account has a paid subscription (Starter, Professional, or Enterprise). Free accounts are not eligible for migration.
Admin Rights: You must be a Super Admin to initiate, reschedule, or cancel a migration.
Data Center Limitations: Currently, migrations are only supported from HubSpot’s U.S. East Coast data center to other regions. Reverse migrations (e.g., EU to U.S.) are not supported.
Scheduling Constraints: Migrations must be scheduled at least one week in advance and can be canceled up to 36 hours before the scheduled time.
Downtime Expectation: Your HubSpot account will be inaccessible to all users for up to 36 hours during the migration process.

2. Assess Potential Impacts

Tool Availability: Certain HubSpot tools and features will be temporarily unavailable or have limited functionality during migration. For example:
- APIs: API calls will fail during migration.
- Chatbots: Will be hidden from website visitors starting one hour before migration.
- Marketing Emails: Scheduled emails during migration will not be sent and need rescheduling.
- Forms and Surveys: Submissions will be collected but not processed until after migration.
- Documents: Will be temporarily inaccessible.
Integrations: Custom and third-party integrations will not sync during migration. Post-migration, some integrations may require manual re-authentication or reconfiguration.
Domains: If you use reverse proxy domains, you'll need to update DNS records post-migration to prevent website downtime.

3. Initiate the Migration

Access Settings:
- In your HubSpot account, click the settings icon in the top navigation bar.
Navigate to Data Hosting:
- Click on "Account Defaults" in the left sidebar.
- Select the "Data Hosting" tab.
Schedule Migration:
- Under the section indicating your current data hosting location, click "Actions" and select "Schedule data migration."
- Choose an available date at least one week in the future.
- Confirm the migration details and submit.

4. Prepare for Migration

Notify Team Members: Inform all users about the scheduled downtime and expected impacts.
Pause Critical Activities: Avoid scheduling important campaigns, emails, or integrations during the migration window.
Backup Data: While HubSpot ensures data integrity, it's prudent to back up critical data and configurations.

5. Post-Migration Actions
After the migration is complete:

Verify Account Access: Log in to ensure the account is accessible. Super Admins will receive an email confirmation upon successful migration.
Check Tool Functionality: Ensure all tools and features are operating correctly.
Update DNS Records: If using reverse proxy domains, update your DNS TXT and CNAME records as provided by HubSpot Support.
Reconfigure Integrations: Re-authenticate or reconfigure any integrations that require it.
Monitor Performance: Keep an eye on system performance and report any anomalies to HubSpot Support.