Pardot to HubSpot Migration in One Month

The Challenge

For years, Helio Intelligence had been using Account Engagement (Pardot) to run marketing operations across multiple brands, but the platform had become a bottleneck. The team struggled with Pardot’s lack of Salesforce integration, data segmentation issues, and limited control of campaigns. Helio also had just one month to migrate before the system was shut down.

Years of legacy processes had built up into an unruly and complex system:

● Thousands of sync errors were undermining data reliability

● Over 2,500 lists and 500+ form handlers were creating operational overhead

● Hundreds of templates, automation rules, and assets -many outdated or unused

● Limited flexibility for scaling marketing campaigns across multiple domains

On top of that, Helio needed to maintain high email volumes and deliverability, and keep a reliable connection to Salesforce, all while the clock was ticking. The challenge wasn’t just migration; it was completing the move under a tight deadline.

The Goals

Helio came to the project with a clear set of priorities:

1. Replace Pardot with HubSpot Marketing Hub before the cutoff date

2. Clear out legacy technical debt rather than carry it into the new platform

3. Maintain critical functionality across forms, lists, email, and automation

4. Keep Salesforce integration and data syncs reliable throughout

The Solution

Large-scale marketing migrations are often slow, resource-heavy projects. But with a hard platform deadline approaching, Helio needed a faster and more strategic approach. MarCloud delivered a rapid, full-platform migration to HubSpot in just one month. Rather than lifting and shifting outdated processes into a new system, we used the migration as an opportunity to modernise Helio’s marketing operations by:

● Migrating business-critical assets, automations, lists, and forms

● Rationalising legacy processes and retiring redundant assets

● Rebuilding key workflows natively in HubSpot using best practices

● Preserving Salesforce connectivity and email deliverability throughout

The Approach

We delivered the migration through a structured four-phase framework, built for speed without cutting corners or sacrificing quality:

Phase 1: Audit & discovery

We mapped Helio’s marketing processes, identified the assets worth keeping, and made clear decisions about what should and shouldn’t be migrated.

Phase 2: Planning

We produced a migration plan covering asset prioritisation, data readiness, and a considered strategy for protecting email deliverability

Phase 3: Build, integrate & migrate

We configured HubSpot Marketing Hub, integrated Salesforce, and migrated key assets. Everything was set up in line with best practices, done properly from the start.

Phase 4: Go-live & support

Lastly, we delivered HubSpot training, advised Helio on IP warm-up, validated their data, and supported the team through go-live.

The Results

By focusing on speed and prioritisation, Helio Intelligence hit every target:

● Full marketing platform migration completed in just one month

● A clean HubSpot instance, free from legacy Pardot complexity

● Email deliverability maintained and IP warm-up across four sending domains

● Reliable, bi-directional Salesforce integration

With an expertly set up platform, Helio now has:

● Faster campaign execution

● Greater control over data and segmentation

● Scalable marketing operations without technical bottlenecks holding them back

Key Takeaway

This project demonstrates how MarCloud approaches potentially complex migrations strategically, balancing speed, scale, and long-term platform quality.

By focusing on business-critical functionality first, whilst simultaneously planning for the wider migration, Helio Intelligence successfully completed a large-scale migration to HubSpot within a single month.

Instead of carrying years of technical debt into the new platform, Helio now has a scalable, high-performance marketing environment designed for future growth.