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Export your HubSpot data while an authorized user can still sign in. For a dependable handover, export each important CRM object with customized fields and associations, create a CRM backup if your subscription and permissions allow it, export property history separately, and download activity, content, and account-asset data through their own workflows. Record-export links expire after 30 days; CRM-backup files expire after 14 days.
This is a preservation plan, not a single “download everything” button. A normal record export contains current values and selected associations, while a backup omits associations and activity data. Historical property changes, emails and other engagements, files, workflows, reports, inbox information, and marketing assets may require separate exports or API work.
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Start before access changes
Do not wait until cancellation, an ownership transfer, or a user deactivation is imminent. HubSpot sends record-export links by email, and those links stop working after 30 days. A CRM backup has a separate 14-day download window. Begin while the current administrator can authorize exports, answer questions about the destination account, and retrieve every file.
Confirm the person doing the export is authorized
- Record exports: the user needs the account’s Export permission.
- CRM backup: the workflow requires Super Admin permission and a qualifying subscription.
- Property history: the user needs CRM Export plus Edit All permission for the relevant object.
If control of the portal is changing, have an authorized administrator perform the work or grant the required permissions before the old owner loses access. Keep a written list of who approved the export and where the files will be stored.
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Set a deadline and storage location
Create a dated export schedule rather than relying on one person’s inbox. Use a secure destination outside HubSpot, restrict access to people who need the data, and preserve a second copy when the information is business-critical. An encrypted local drive is one possible second location; it is a storage choice, not a required product. Treat every copy as sensitive because CRM files can contain personal information, notes, contact details, and commercial data.
Inventory the data you actually need
Make an object-by-object checklist before clicking Export. At minimum, review contacts, companies, deals, tickets, custom objects, tasks, calls, conversations, and products. Then decide whether the account also contains the following:
- Account activity history, users, and export logs
- Property definitions and property-change history
- Revenue or subscription data
- Files and website or marketing content
- Reports and dashboards
- Sales activity and engagement records
- Inbox or conversations data
- Workflows and other service or marketing configuration
- Forms, calls-to-action, and dependencies that will matter after deactivation
HubSpot documents separate export, reporting, or API methods for several categories. A record export is not automatically a complete account archive, so mark each category as either covered by an object export, covered by a dedicated workflow, or intentionally out of scope.
Decide whether you need current values, history, or both
Current record exports show the values that exist when the export is generated, along with the properties and associations you select. They do not automatically provide every historical value or every activity. If a field’s change history matters for compliance, sales attribution, or an ownership dispute, schedule a separate property-history export. If a timeline of emails, calls, meetings, or other engagements matters, plan an activity report, individual-record export, or Engagements API process as appropriate.
Export core CRM records, one object at a time
Repeat this procedure for every object on your inventory. Exporting contacts alone does not preserve companies, deals, tickets, custom objects, or the relationships between them.
- In HubSpot, open the CRM area for the object, such as Contacts, Companies, Deals, Tickets, or a custom object.
- Open the All [records] view for that object.
- Choose Export.
- In the export dialog, select the file format that suits your destination.
- Customize the properties to include and choose the associations you need.
- For a CSV export, select the option for all associated records when that relationship is required.
- Confirm the export and watch for the completion email.
- Download the file immediately, then record the object, view, date, format, and person who initiated it in your export log.
When contacts are exported, include every email address you need. For companies, include all relevant company domains. Use a deliberately broad field selection for a preservation copy; a narrowly filtered operational view is useful for a working list but can silently omit columns from the archive.
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Why the default view can produce an incomplete file
HubSpot’s default export selection is based on the properties and associations shown in the current view. If that view contains only a few columns, the resulting file can also contain only those columns. Before confirming, inspect the property and association selectors and add fields that are not visible in the view, including record IDs, owners, lifecycle or pipeline fields, timestamps, and any custom fields used by your processes. Keep the original view name in your export log so another person can reproduce the selection.
Choose a format with the destination in mind
CSV is usually the least restrictive preservation format because it avoids the spreadsheet column caps that apply to XLS and XLSX exports. Spreadsheet formats can be convenient for a small handoff, but very wide objects may be split or truncated by spreadsheet limits. Preserve the raw CSV even if you also create a cleaned spreadsheet for human review.
Plan around export processing limits
HubSpot states a limit of 300 record exports in a rolling 24-hour period and three simultaneous exports. Large jobs can take multiple hours and may be delivered as split files. Queue objects in batches, avoid launching more than three at once, and keep every part of a split delivery. Do not delete a source view or revoke the exporter’s access until all expected completion messages and files have been checked.
Use CRM Backup as an additional snapshot
A CRM backup can provide a second route for supported objects, but it is not a substitute for customized record exports. HubSpot’s backup includes contacts, companies, deals, tickets, custom objects, products, calls, conversations, and tasks when those objects contain data. It does not include associations or activity data, and changes made while the backup is processing may not appear.
Check plan and permission requirements
Starter or Professional subscriptions support one backup each week. Enterprise subscriptions support one backup every 24 hours. Creating a backup requires Super Admin permission. Confirm the subscription and role before depending on this route; a user who can export records may still be unable to create a backup.
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- Open Settings.
- Go to Data management > Backup & Restore.
- Choose Create manual backup.
- Wait for HubSpot to finish processing the snapshot.
- Download the resulting ZIP within 14 days.
- Extract the ZIP into a controlled storage location and verify the CSVs for each populated object.
Use the backup as a broad snapshot and the object exports as your detailed, association-aware copies. Keep both when the account is important enough to justify independent recovery paths.
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Export property history separately
Property history is a different dataset from the current value in a record export. It contains historical values and update times for records that have a value, with timestamps specified by HubSpot in UTC.
- Open Settings.
- Go to Properties.
- Select the object whose history you need.
- Select a property.
- Choose Export property history.
- Download and store the resulting file with the object and property name in its filename.
The export requires CRM Export permission and Edit All permission for that object. It is a separate export for each property, so prioritize fields used for revenue recognition, routing, consent, ownership, or audit decisions.
Understand the history limits
| Object type | Maximum revisions retained for the history export |
|---|---|
| Contact properties | Up to 45 revisions |
| Company properties | Up to 20 revisions |
| Deal properties | Up to 20 revisions |
| Ticket properties | Up to 20 revisions |
| Custom-object properties | Up to 20 revisions |
These caps mean a property-history file is valuable but not an unlimited audit trail. If older changes are required, identify another existing system of record or an available report/API source before access ends.
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Do not assume that a contact, deal, or ticket CSV contains the complete timeline attached to that record. HubSpot directs users needing contact activity data toward individual contact data, activity reports, or the Engagements API. Apply the same distinction to calls, meetings, emails, notes, tasks, and other engagements: decide which activities are essential, then use the dedicated report or API workflow that exposes them.
Review account-level and configuration data
For a full transition plan, assess exports or reports for:
- Users and account activity history
- Export-log records and the dates of earlier exports
- Property definitions, including internal names and field types
- Revenue information
- Files and website or marketing content
- Reports and dashboards
- Sales activity, inbox data, and conversations
- Workflows and other service or marketing automation
Property-definition export is useful when rebuilding a schema because it documents the fields themselves, not just the values in individual records. HubSpot describes this workflow in its property-organization documentation.
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Check what will stop working after deactivation
HubSpot notes that forms lose paid features after an account is deactivated and legacy calls-to-action stop functioning. If the objective is account shutdown rather than only CRM preservation, list every website, campaign, form, CTA, workflow, integration, and embedded asset that depends on the account. Exporting records will not recreate those dependencies on a new platform.
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Record exports arrive by email and their download links expire after 30 days. CRM backup files are available for 14 days. Download both kinds promptly rather than assuming an export-log entry will remain a permanent download source.
Run a practical validation check
- Open representative CSVs from each object and confirm that the file is readable.
- Compare row counts with the record view or the expected population.
- Check for required columns such as record IDs, email addresses, domains, owners, pipeline fields, timestamps, and custom properties.
- Confirm that every part of a split export or ZIP archive is present.
- Inspect associations in the record exports and remember that the CRM backup does not contain them.
- Open property-history files and verify that values and UTC update times are present.
- Record the export date, object, view or property, format, file names, and storage location.
These checks are operational safeguards, not a HubSpot guarantee of completeness. A file can open successfully while still reflecting an overly narrow view or a missing object.
Use the export log as an audit aid
HubSpot’s export log retains historical entries for three years. However, a completed record-export file can be downloaded from the log only when it was completed within the last 30 days. Save the actual files and your validation notes; do not treat the log as the archive itself.
Handle sensitive values safely
Apply least-privilege access to the storage folder, encrypt local copies, and avoid sending raw CRM files through ordinary email or shared public links. Include unsubscribe status and other permission-related fields in your review, but do not call the resulting contact export a complete marketing-permission list. Exporting all contacts includes unsubscribes unless you filter them out.
Know what the export can—and cannot—do for a migration
Export files preserve data for analysis, import, and reconstruction; they do not create a complete account-to-account clone. HubSpot states: “There is no way to merge all the data between HubSpot accounts.” (HubSpot, “Export your content and data,” updated September 25, 2026.)
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A move to another account therefore needs a destination design. Map source object types to destination object types, decide which IDs and internal names must be retained, rebuild associations where the import process supports them, and recreate workflows, reports, forms, CTAs, content, and integrations separately. Test with a small sample before importing the full files, and preserve the untouched originals as your recovery copy.
Choose the right route for each requirement
| Route | Best use | Main limitations |
|---|---|---|
| Object record export | Current properties and selected associations for chosen objects | View defaults may omit fields; Export permission is required; the download link expires after 30 days |
| CRM backup | A broad snapshot of supported CRM objects and properties | Requires Super Admin and a qualifying subscription; excludes associations and activity data; download expires after 14 days |
| Property-history export | Historical values and change dates for selected properties | Requires object-level Edit All permission; history has finite revision caps; each property is handled separately |
| Reports, APIs, or dedicated asset exports | Activities, inbox data, marketing and website content, and categories not covered by record export | Separate workflows and, for API routes, technical implementation may be needed |
Troubleshoot common failure points
The Export button is missing
Check that the user has Export permission and is working in the object’s All [records] view. If the requirement is a CRM backup or property history, verify the additional Super Admin or Edit All permission rather than assuming record-export access covers it.
The file has fewer columns than expected
Return to the export dialog and customize properties and associations explicitly. The view-based default may have mirrored a narrow view. Re-export to CSV with the complete field list and retain the earlier file only as a documented, narrower extract.
The download link no longer works
Record-export links expire after 30 days, and CRM-backup downloads expire after 14 days. Ask an authorized user to generate a new export or backup while access remains. An old export-log entry does not extend those file windows.
History or activities are missing
Current record values are not a substitute for property history, and a CRM backup excludes activity data. Run the property-history workflow for priority fields and use activity reports, individual contact data, or the Engagements API for the timelines you need.
A large export is incomplete or split
Allow for multi-hour processing, retain every split file, and check the three-simultaneous-export and 300-per-rolling-24-hour limits. Stagger additional jobs instead of repeatedly retrying all of them at once.
Quick Recap
Final handoff checklist
- An authorized user and the required permissions are confirmed.
- Every in-scope CRM object has its own customized export.
- Properties, associations, email addresses, and company domains were deliberately selected.
- A CRM backup was created when the plan, role, and timing allowed it.
- Priority property histories were exported within their revision limits.
- Activities, inbox data, files, content, reports, workflows, users, and other account assets were handled through dedicated routes where needed.
- All record-export links were downloaded within 30 days and all backup files within 14 days.
- Representative files were opened, row counts and key columns checked, and split parts accounted for.
- Copies are stored securely outside HubSpot, with a second copy where appropriate.
- The destination team has a mapping and rebuild plan rather than expecting a wholesale account merge.
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