How to Merge Two HubSpot Portals Into One (Without Losing Your History)

HubSpot doesn't offer a one-click way to merge two portals. Consolidating means picking one portal to keep, rebuilding what the other one does inside it, and then moving the data across in a planned order. It's very doable, but it's a migration, not a setting, so plan it like one.

Teams usually land here after an acquisition, a rebrand, or a second team that set up its own portal years ago. Here's how I approach it in my HubSpot work.

First, decide whether to merge at all

Sometimes two portals are the right answer, for example when two businesses share nothing but an owner. If you mainly need separate branding, email subscriptions or teams in one portal, HubSpot's brands feature (previously called business units) may cover it without a merge. Merge when the teams share customers, pipelines or reporting.

How to consolidate two HubSpot portals

1. Pick the surviving portal. Usually the one with more history, the better subscription, or the domain you're keeping.
2. Inventory both portals. List properties, pipelines, workflows, lists, forms, email templates, sequences, reports, integrations and users.
3. Map the data model. Match properties and pipeline stages between the two. Decide which fields to merge, rename or retire. This is the step that decides whether reporting works afterward.
4. Rebuild before you move. Create the properties, pipelines, workflows and forms in the surviving portal first, with workflows turned off.
5. Move records in order. Companies first, then contacts, then deals and tickets, then associations, then the activity history you decided to keep. Deduplicate as you go, since the same contacts often exist in both.
6. Reconnect everything. Point forms, tracking code, integrations and email sending domains to the surviving portal.
7. Cut over and switch on. Turn workflows back on, test them with real records, and keep the old portal read-only for a while before closing it.

If you end up with too many pipelines afterward, see cleaning up HubSpot pipelines.

What gets lost if you're not careful

• Email and activity history. Some history doesn't move cleanly. Decide what matters and test it first.
• Subscription status. Contacts who opted out in one portal must stay opted out in the other.
• Attribution. Original source data can be overwritten on import if you don't protect it.
• Associations. Deals that lose their company or contact links break reporting. Check a sample after every load.

How to tell if you need to consolidate

• Your teams share customers but can't see each other's activity.
• Leadership combines two sets of reports by hand.
• You pay for two subscriptions that do the same job.
• The same contacts get marketing emails from two portals.

FAQ

Can you merge two HubSpot accounts?

Not with a built-in merge button. You consolidate by moving data, assets and settings from one portal into the other.

How long does it take to consolidate HubSpot portals?

It depends on how much each portal has been customized and how much history you're keeping. Most of the time goes to inventory, mapping and testing.

Will we lose our email history?

Some of it may not transfer cleanly. Decide which history you need for selling and reporting, test it, and export the rest.

Do we have to merge, or can we keep both?

You can keep both if the businesses truly run separately. If the main need is separate branding or teams, look at HubSpot's brands feature first.

If you're staring at two HubSpot portals and wondering how to get to one, let's talk.