# Gmail CRM Migration: A Checklist for Records, History and Tasks Move CRM records without assuming that email history, attachments or reminders will follow automatically. A practical checklist for exports, identifiers, field mapping, sample imports and a controlled switch. Page: https://topcrm.app/blog/gmail-crm-migration/ Primary topic: gmail crm migration Language: en Author: topcrm Published: 2026-11-09T09:37:54.203Z Updated: 2026-11-09T09:37:55Z Gmail CRM migration should begin with an export inventory and a small mapped import while you retain access to the source. For a client with two projects and an open task, check that the destination preserves the right relationships, dates and owner before switching. A CSV can transfer values, but it does not automatically migrate Gmail messages, attachments, reminder rules, permissions or subscriptions. ![HubSpot Sales email logging menu in Gmail from the public vendor guide; original vendor redactions retained.](https://cdn.sanity.io/images/740baonv/production/89b2f71c5e48454d3adf9fa5db9984b5ea0eb917-700x383.webp) HubSpot’s email logging menu in Gmail. Email logging is separate from exporting CRM data. ## Define the scope before exporting List the source account, destination workspace and people authorized to export and import. Record the number of contacts, active and closed jobs, unfinished tasks and relevant notes. Separate current work from material you only need as an archive. Keep access to the source until you have checked the destination and can explain any omissions. Decide whether you are keeping the same Google account. Linking a different mailbox may change which source messages are accessible. Do not assume that a working link in your account will open for a colleague. A CRM migration does not automatically grant email access, transfer a subscription or cancel the old service. ## Check what the export actually contains [Talvu’s export guide](https://talvu.online/guide/account-billing-export?utm_source=topcrm.app&utm_medium=referral&utm_campaign=crm_for_gmail) documents CSV or XLSX export of CRM records, relationships, notes and reminder configuration. Keep stable identifiers to match related records across sheets. The export is not a Gmail backup or an import tool. Saved website image information does not include the image files or permanent download links, according to the [notes guide](https://talvu.online/guide/notes-email-reminders?utm_source=topcrm.app&utm_medium=referral&utm_campaign=crm_for_gmail). [HubSpot’s record export](https://knowledge.hubspot.com/import-and-export/export-records?utm_source=topcrm.app&utm_medium=referral&utm_campaign=crm_for_gmail) downloads current property values and associations. Activities such as calls and notes require the separate export routes described in its documentation. Check export permissions, selected columns and association options. Do not call a contact spreadsheet a complete copy of the account. Keep an untouched original of each export and make mapping changes in a working copy. Store exports somewhere accessible only to authorized people. Write down the export date, filters and chosen objects so that later counts have a meaningful baseline. ## Map meaning, identifiers and duplicates - Match source objects to destination objects: a client contact is not the same as a project or sales opportunity. - Map every necessary field, including stage, owner, dates, currency, multiple email addresses and completion status. - Preserve the source identifier and create a source-to-destination ID list when the new system issues different IDs. - Decide how to handle duplicates before importing; review shared addresses and people with several addresses manually. [HubSpot’s import guidance](https://knowledge.hubspot.com/import-and-export/understand-the-import-tool?utm_source=topcrm.app&utm_medium=referral&utm_campaign=crm_for_gmail) distinguishes Email, company domain, its own Record ID and eligible unique properties. An old vendor’s ID is not a HubSpot Record ID. Keep it as a source reference in a supported field rather than mapping it to the destination’s internal identifier by assumption. Dates and names need attention too. Confirm the expected date format, time zone, field types and character encoding. A translated stage label may need an explicit mapping to the destination option. Do not “clean” source IDs into numbers if that would remove leading zeroes or alter long values. ![Several portable external storage drives sit beside a laptop on a work desk.](https://cdn.sanity.io/images/740baonv/production/e297d8692a3feec645a51e289f794a566dd5ebea-1400x934.webp) Keep a separate source copy while you check the imported records. ## Test a small representative import Include a person with two addresses, a company, two jobs for one client, an open task, a closed job and a note with its original date. Confirm which objects the destination importer accepts, then inspect the resulting records and relationships rather than relying on the success banner. [Streak’s importer](https://support.streak.com/en/articles/8011247-import-data-into-streak?utm_source=topcrm.app&utm_medium=referral&utm_campaign=crm_for_gmail) accepts Google Sheets, CSV and Excel. Its documented defaults can update boxes with matching names, create missing stages or options, and enable automatic email sharing for contacts. Review those settings before importing. A repeated name is not necessarily the same job. [Capsule’s contact importer](https://capsulecrm.com/support/importing-and-migrating-data/importing-contacts/?utm_source=topcrm.app&utm_medium=referral&utm_campaign=crm_for_gmail) provides field mapping, duplicate choices and a preview. Its documented note/history import is for new contacts, not existing ones. Undoing an import can remove newly created contacts but does not undo updates to existing contacts. Test update behavior and failed-row reports rather than assuming a complete rollback exists. ## Keep Gmail messages and files in scope separately Reconnecting Gmail can restore product-specific email access, but does not prove that old CRM links or attachments migrate. Check original-message links, logged messages, Drive permissions and downloaded files individually. Google documents [Gmail data export](https://support.google.com/mail/answer/10016932?hl=en&utm_source=topcrm.app&utm_medium=referral&utm_campaign=crm_for_gmail), including messages and attachments; work or school accounts can have download restrictions. That archive is a separate safeguard, not a universal CRM import format. ## Switch only after reconciling the result Agree a short cutover window and decide how to capture changes made after the first export. Pause old automation only as part of the agreed switch. Compare source and destination counts, verify associations, open several notes and check who can see the records. Rebuild reminder rules explicitly and test their triggers before trusting them. Record missing items and the recovery plan. Keep the original exports until the authorized owner accepts the result; retire old access or billing separately. Our [Gmail CRM comparison](https://topcrm.app/) and [Streak alternatives guide](https://topcrm.app/blog/streak-alternatives-for-gmail/) can help select a destination, but successful migration depends on the exact source, importer and plan you verify.