Nonprofit Transitions from Constant Contact to HubSpot with a Clean, Scalable CRM Foundation

Organization Type: Research-focused nonprofit

Previous Platform: Constant Contact

Primary Goal: Build a scalable CRM and email system aligned with applicant and donor journeys

Project Scope: HubSpot onboarding, data migration, subscription governance, CRM architecture

This nonprofit was ready to move beyond basic email marketing.

They had been using Constant Contact for list management and newsletters, but as their programs expanded, they needed:

• A centralized CRM to track applicants, researchers, and stakeholders
• Better visibility into their “buyer” (applicant) journey
• Clear subscription governance
• Clean segmentation by research indication and affiliation
• A scalable system that wouldn’t require rebuilding later

They weren’t just looking to switch tools. They wanted to build it correctly from the start.

Yodelpop led a structured HubSpot onboarding experience focused on strategy before setup.

1. Data Architecture Before Migration

Before importing a single contact, we:

• Audited all Constant Contact fields and lists
• Mapped properties intentionally to avoid duplicate or conflicting data
• Consolidated “institution” and “company” logic to support university tracking
• Structured indication categories using scalable multi-select properties
• Built a legacy tag system to preserve historical segmentation

Rather than importing clutter, we created a clean system aligned with how the nonprofit actually operates.

2. Subscription & Compliance Strategy

Instead of carrying over vague email permissions, we:

• Defined clear subscription types
• Structured contacts as marketing contacts intentionally
• Built a scalable framework that allows future newsletters and program-based communication
• Ensured compliance before sending a single campaign

This eliminated future risk and gave the team confidence in how they communicate.

3. Constant Contact Migration

We migrated their contact database thoughtfully by:

• Performing final exports after internal cleanup
• Mapping fields carefully to new HubSpot properties
• Rebuilding key segmentation lists inside HubSpot
• Preserving legacy list relationships via structured tagging

The result: No data chaos. No duplicate systems. No rebuilding later.

4. Foundation for Applicant Journey Tracking

Because nonprofits often operate differently from traditional sales teams, we adapted HubSpot’s structure to their reality, we:

• Identified how applicant stages mirror buyer journey stages
• Clarified internal ownership of journey steps
• Began aligning marketing and “sales” features for application tracking
• Prepared for future closed-loop reporting

Instead of thinking in terms of “sales pipelines,” we reframed HubSpot around program impact and applicant flow.

• Clean migration from Constant Contact to HubSpot
• Structured contact properties aligned with real-world program workflows
• Defined subscription model for compliant, intentional email marketing
• Foundation built for applicant tracking and closed-loop reporting
• Email sending domain authenticated and deliverability prepared

This engagement was ideal for an organization that:

• Had outgrown basic email marketing tools like Constant Contact
• Needed a structured CRM to support applicants, researchers, and stakeholders
• Wanted to migrate data cleanly without creating long-term technical debt
• Valued strategic guidance, not just technical implementation
• Was ready to think intentionally about subscription governance and segmentation
• Needed a scalable foundation that could support future program expansion