How to copy workflows, forms, and properties between HubSpot portals

The problem: HubSpot assets are tied to the portal they were built in

A workflow is more than a list of steps. It points to specific forms, lists, properties, pipelines, lifecycle stages, and emails, and it does so by their internal IDs in the source portal. If you copy the "design" into a new portal by hand, every reference has to be found and pointed at the matching object in the destination. That is where rebuilds go wrong: a missing property, a list filter on the wrong field, or a deal stage that exists under a slightly different name.

For HubSpot Solutions Partners this happens again with every client. The lead-routing workflow and demo-request form you perfected for one client are what the next one needs too. The real question is how to move a working setup, with its dependencies, without rebuilding it.

Your options compared

Option 1: Rebuild manually

Rebuilding by hand works for a single workflow with few dependencies. Build in dependency order: properties, then lists and forms, then emails, and the workflow last, so every reference has something to point to.

For properties, HubSpot's import tool lets you create a new custom property while mapping columns during an import (HubSpot: import records for a single object). It's handy, but you configure each property one at a time in the mapping panel.

Option 2: Use HubSpot's native asset copying

Multi-account management asset copying. According to HubSpot's knowledge base, asset copying lets you copy automated marketing emails, forms, segments, and workflows to other accounts in a multi-account management organization. Requirements:

• The main account that creates the organization must have an Enterprise subscription. Each connected account must be a separate account with a Professional or Enterprise subscription. Free accounts must be upgraded first.
• You need Super Admin permissions in both the source and destination accounts. Two-factor authentication must be set up (set up multi-account management).
• The Enterprise account can connect up to 29 additional accounts. Multi-account management can't be set up in sandbox or trial accounts.

What gets copied: only automated marketing emails (some settings, such as a custom subscription type, have to be set manually afterwards); form names and fields, but not submission data; segment definitions, but not their records. If a copied asset uses a custom property that doesn't exist in the destination, HubSpot shows how many properties it will create.

Multi-account management is built for one business that runs several HubSpot accounts. It is rarely a fit between two unrelated agency clients.

Partner asset copying. HubSpot Solutions Partners can copy assets from their own partner account to client accounts through Partner > Client Access Manager. Supported: workflows, forms, automated marketing emails, segments (names and filter criteria), custom objects with their custom properties, and custom agent templates. You must be a Partner Admin in the client account, you and the client must operate in the same region, and every dependency must be copied with the asset. Copied assets are independent of the original. HubSpot notes that Super Admins can opt into the Partner Portability beta.

Sandboxes. An Enterprise standard sandbox can deploy supported new assets to its production account. That moves work within one client's setup, not between clients.

Option 3: Copy assets with HubCreate, step by step

We built HubCreate for the agency case: you copy from one client portal (or your own template portal) into any number of other client portals, and you keep the setup for next time.

1. Connect both portals. In HubCreate, open HubSpot Accounts, pick the portal in HubSpot's account selector, approve the app permissions, and give it an internal name. Repeat for the destination portal. (Docs: HubSpot Accounts)
2. Import the assets. In the Asset Library, start the Import Assets wizard, choose the source portal, and select the workflows, forms, lists, properties, and anything else you need. HubCreate detects related assets, such as lists used in a workflow, so you can bring them in together. (Docs: Importing Assets)
3. Bundle them into a Package (optional but recommended). Group the workflow with its forms, lists, properties, and emails, for example as "Lead routing" or "Demo request", so the next client gets the whole unit. (Docs: What is a Package?)
4. Select and review. Start a deployment, choose the target portal, and select the assets or Package. Review what will be created.
5. Resolve stages. Workflows often reference lifecycle and deal stages. HubCreate compares them with the target portal and reuses a stage if its name matches exactly one stage there. If a stage doesn't match, or the name is ambiguous, HubCreate asks you to choose before the workflow is created.
6. Deploy. Click Deploy. HubCreate creates the assets in the target portal and rewrites internal form, list, and property IDs so references point to the new objects. (Docs: Deploying Assets)
7. QA in the destination portal. Open the new workflow, check that triggers and actions point to the right objects, keep it off until you've tested it with a test record, and confirm email sender and subscription settings.

Properties only? Use Bulk Property Creation. Pick the account and object, then create properties with the guided builder or a CSV built on the HubCreate template. (Docs: Deploying Bulk Properties)

Dashboards, reports, or lead scores? These go through the HubCreate Connector Chrome extension. Other asset types use HubSpot OAuth and don't need it. (Docs: Extension Overview)

Where HubCreate fits

If your client already runs its accounts inside a multi-account organization, HubSpot's native tool may be all you need. HubCreate fits when you:

• copy between separate client portals that aren't in one organization, and don't share an Enterprise parent;
• need asset types the native tools don't list, such as pipelines, landing pages, standalone properties, lists, HubDB tables, dashboards, and reports;
• want a reusable library and Packages, so your best implementation becomes a repeatable deliverable instead of a one-off copy.

See Deployments, Import Assets, and Packages. For pricing, see Plans & Pricing: Basic $500/month (5 HubSpot accounts), Pro $1,000/month (15), and Enterprise $3,000/month (unlimited).

Related guides: HubSpot portal audit checklist · How HubSpot agencies can speed up client onboarding · How to map and document HubSpot workflows · How to standardize HubSpot implementations across clients · HubSpot properties at scale

FAQ

Can you copy a workflow from one HubSpot portal to another?

Yes. Natively, HubSpot copies workflows between accounts in a multi-account management organization, which needs an Enterprise main account and Professional or Enterprise connected accounts. Solutions Partners can also copy workflows from their partner account to a client account. Between unrelated client portals, agencies either rebuild the workflow or use a tool such as HubCreate, which imports it with its dependencies and deploys it to the target portal.

Does HubSpot copy properties along with a workflow?

With multi-account asset copying, if an asset uses a custom property that doesn't exist in the destination account, HubSpot creates it as part of the copy and shows you how many it will create. HubCreate also detects property dependencies, and it can bulk-create standalone properties from a CSV.

Do I need HubSpot Enterprise to copy assets between portals?

For HubSpot's multi-account asset copying, yes: the main account must be on Enterprise, and connected accounts must be Professional or Enterprise. Partner asset copying needs a Partner Account and Partner Admin access in the client account. HubCreate connects to each portal over OAuth.

What happens to form, list, and property IDs when you copy a workflow?

They differ in every portal, so references have to be remapped. HubCreate rewrites form, list, and property IDs during deployment, and it asks you to map lifecycle or deal stages that don't match exactly one stage in the target portal.

Can I copy pipelines, landing pages, or HubDB tables between portals?

These aren't in HubSpot's lists of supported asset types for multi-account or partner asset copying. HubCreate supports pipelines, landing pages, and HubDB tables (HubDB requires the feature in the target portal). Themes are listed as coming soon.

Does copying a form copy its submissions?

No. HubSpot copies form names and fields, not collected data. Segment copies include the definition, not the records. Copying moves configuration, not CRM data.