Cloning HubSpot Workflows Between Portals: A Guide for Latin America

Cloning HubSpot workflows between portals is possible, but no single method copies everything. If your company runs one portal per country in Chile, Mexico or Colombia, you can rebuild by hand, export and recreate properties, copy workflows with HubSpot multi-account management, script the APIs or use a replication tool. Every route leaves gaps: pipelines, owners, emails, secrets and integrations always need a manual check. Decide first whether you really need two portals, copy in dependency order and test each workflow with sample records before you turn it on.

In short

• Cloning HubSpot workflows between portals is possible, but no single method copies everything, so pipelines, owners, emails, secrets and integrations always need a manual check.
• HubSpot multi-account asset copying moves workflows, forms, segments and marketing emails between accounts in one organization, but pipelines, users, integrations and records never travel.
• If your company runs one HubSpot portal per country in Chile or Latin America, copy in dependency order and test each workflow with sample records before turning it on.

This is the English version of our Spanish guide to cloning HubSpot workflows and properties. It is written for regional and headquarters teams in Latin America that manage several HubSpot portals and need them to behave the same way.

Should you clone a portal or use one portal with brands?

Clone only when the portals must stay separate. If the second portal exists for a new brand or business line, one portal with brands is usually simpler to run than two copies that drift apart.

Separate portals make sense in a few situations:

• Different legal entities. A subsidiary in Peru that pays its own subscription or may be sold one day.
• Data that must not mix. Contacts that one country team should never see, beyond what permissions can restrict.
• Different processes. Teams that sell different products, with different sales cycles and reports.
• Different owners. A distributor or partner that runs its own HubSpot account and only shares a playbook with headquarters.

If your case is several brands sold by the same team, read our guide on managing several brands in one HubSpot portal (Spanish guide) before you clone anything. HubSpot Brands requires Marketing Hub Enterprise plus the Brands add-on. Compare that cost with the monthly effort of keeping two configurations aligned.

Every cloned portal is a second configuration to maintain. A change in one portal never reaches the other unless someone copies it again.

What can and cannot be copied between HubSpot portals?

Workflows, forms, segments and automated marketing emails can be copied natively, but only between accounts in a multi-account management organization. Custom properties travel when a copied asset uses them. Pipelines, users, integrations and records never travel with the configuration.

Element	Native route between portals	What to check after the copy
Custom properties	Created automatically when a copied asset uses them. Otherwise, recreate them.	Internal name, field type, options and group.
Calculated properties	None. Recreate them by hand or with the Properties API, after the properties the formula reads.	Every property the formula reads must exist first.
Workflows	Multi-account asset copying.	Owners, teams, emails, lists, custom code and webhooks.
Segments (lists)	Multi-account asset copying, definition only.	Filters that point to properties, forms or emails.
Forms	Multi-account asset copying, fields without submissions.	Notifications, follow-up emails and the embed code on your site.
Automated marketing emails	Multi-account asset copying.	Custom subscription types, which you set manually.
Pipelines and stages	None. Recreate them or use the pipelines API.	Stage IDs used by workflows and reports.
Reports and dashboards	None. Recreate them.	Filters by pipeline, owner and team.
Users, teams and owners	None.	Invite users and build teams before turning workflows on.
Integrations and keys	None.	Reconnect each app and create new credentials before copying workflows that use its actions or properties.

The pattern is simple. HubSpot copies definitions, not the context around them. Anything that points to a person, a stage ID, a secret or an external system has to be reviewed in the destination portal.

Which method should you use to clone HubSpot workflows and properties?

Pick the method by volume, edition and how often you will repeat the copy. A handful of workflows is faster to rebuild by hand. A recurring rollout to several country portals justifies multi-account management, scripts or a replication tool.

1. Manual rebuild

Manual rebuild works for a one-time copy of a few workflows. You open each workflow in the source, document triggers, branches, delays and actions, and rebuild it in the destination. It gives you full control and forces a review of logic nobody has looked at in months.

The risk is human error. The usual misses are a branch that only fires on rare cases, a re-enrollment option and the execution time window in the workflow settings. Rebuild with the source open side by side and check every step twice.

2. Property export and recreation

In the source portal, go to Settings > Properties and click Export all properties. The file lists each property's name, internal name, type, description, group and options. Use it as the specification for the destination.

You can recreate properties with the Properties API, by hand, or with Create new property while mapping columns in an import. Keep internal names identical in every portal. Integrations, scripts and reports read the internal name, and HubSpot does not let you change it after the property exists.

3. Multi-account management asset copying

This is the native route for workflows. It copies automated marketing emails, forms, segments and workflows between accounts in the same organization, and creates any custom property those assets use that is missing in the destination. HubSpot documents the process in its article on copying assets to another HubSpot account.

• The main account of the organization needs an Enterprise subscription.
• Each connected account needs Professional or Enterprise in any product, up to 29 additional accounts.
• You need Super Admin permissions in the source and in the destination, with two-factor authentication on.
• All accounts must host their data in the same location. Sandbox and trial accounts cannot join.

The path is Settings > Organization Management > Multi-Account, tab Asset Copying, then Start copying. You can also use Copy to another account from the workflows index. Forms arrive without their submissions and segments without their members.

4. APIs and scripts

The workflows API v4, still in beta, lets a script read a workflow's definition and create it in another portal. The Properties and Pipelines APIs cover the schema. The hard part is remapping IDs: owners, lists, emails, pipelines and stages have different IDs in each portal.

Check how the script authenticates. HubSpot now calls private apps "legacy private apps". Accounts created since September 28, 2026 cannot create them, and existing accounts lose that option on October 26, 2026, according to the HubSpot developer changelog. Existing apps keep working. For new portals, use project-based private apps or Service Keys, still in beta.

5. Sandbox, for testing rather than copying

A standard sandbox requires Enterprise and Super Admin permissions, under Settings > Sandboxes. It is created from one production account and deploys tested changes back to that same account, up to 300 changes per deployment. It helps you rehearse a configuration safely. It does not move configuration between two production portals.

6. Replication tools

Third-party tools follow three models. Schema replicators copy properties and pipelines but not workflows. Record duplicators copy data, not configuration. Full replication tools also copy workflows, with different coverage of action types.

Before choosing one, check which workflow actions it supports, whether it creates dependencies first, whether it logs what failed, and what access it requests. Our own tool is PortalSync, a tool to replicate HubSpot configuration between portals. It copies workflows, custom properties, lists, marketing emails and forms through the API. It creates the properties a workflow needs before the workflow and logs what it created, skipped or failed. Its blog covers the common mistakes when replicating HubSpot workflows.

Decision table

Situation	Recommended method	Watch out for
One-time copy of a few workflows	Manual rebuild plus property export.	Missed branches and settings.
Country portals in one organization with an Enterprise main account	Multi-account asset copying.	Pipelines, users and integrations stay manual.
Recurring rollouts or many workflows	Replication tool or scripts.	Action coverage and ID remapping.
Custom code, webhooks or custom objects	Tool or script plus manual review.	Secrets, Data Hub edition and object schema.
Testing changes before going live	Enterprise sandbox.	Works inside one account only.

How do you prepare and verify a cloned HubSpot portal?

Clean the source, create elements in dependency order and keep cloned workflows off until test records pass. Most broken clones come from a missing dependency, not from the copy itself.

Before you copy

• List the workflows, properties, pipelines, segments, forms and emails in the source. Mark which are active and who owns each one.
• Remove what nobody uses. Our guide to auditing forgotten workflows before copying them (Spanish guide) shows how to find them.
• Flag custom code, webhooks, calculated properties and custom objects for manual review.
• Agree on naming conventions for properties and workflows across countries.
• Check the destination's editions. Workflows and calculated properties need Professional or Enterprise. Custom objects need Enterprise. Custom code and webhook actions need Data Hub Professional or Enterprise.

Create elements in this order

1. Users and teams.
2. Connected apps the workflows use, reinstalled with new credentials so their properties and workflow actions exist, plus custom code secrets and webhook endpoints.
3. Custom objects, if you use them.
4. Property groups and properties, with the same internal names.
5. Calculated properties, after the properties they read.
6. Pipelines and stages.
7. Segments, forms and emails.
8. Workflows, turned off.

Verification checklist

1. Compare counts between portals: properties per object, pipelines, stages and workflows.
2. Open each workflow and review triggers, branches, delays, re-enrollment and execution times.
3. Replace owners, teams, emails and segments that still point to the source.
4. Confirm that the secrets used by custom code and the webhook URLs exist in the destination.
5. Enroll test records by hand and walk them through every branch.
6. If a cloned workflow creates records, check their Record source property to confirm they came from that workflow.
7. Turn workflows on one at a time and review their logs during the first days.
8. Keep a log of what you copied, rebuilt and tested, and who approved it.
9. Plan the undo: keep the property export and your copy log, so you know exactly which assets to delete or archive if a copy goes wrong.

The audit log helps when something changes unexpectedly. It lives in Settings > Account Management > Audit Logs, from Starter, and shows the last 30 days on screen.

What should regional teams in Latin America plan for?

Regional clones fail on local details more often than on technology. Plan language, identifiers, currency, time zones and data rules before the copy, not after.

• Language. Decide whether labels and options are in Spanish, Portuguese or English. Labels can change by country, but internal names and option values should stay identical so reports compare.
• Tax identifiers. Chile uses RUT, Mexico RFC, Colombia NIT and Peru RUC. Keep the same internal name in every portal (for example, tax_id) and change only the label, so scripts, integrations and reports work the same everywhere.
• Currency. If deals close in CLP, MXN, COP or PEN, set up currencies in each portal before copying workflows that set amounts.
• Time zones. Check each portal's default time zone before copying delays and execution windows. If the Mexico City portal keeps Santiago's time zone, a step set for nine in the morning runs at the wrong local hour.
• Data protection. In Chile, Law 21,719 on personal data protection takes effect on December 1, 2026. Clone configuration, not personal data, unless you have a basis to move it.
• Ownership. Each country portal needs its own Super Admins. Scripts, apps and keys used for the clone should be in the company's name, not a contractor's.

How does Revenue Hub Latam help with multi-portal setups?

Revenue Hub Latam is a HubSpot Platinum Partner in Santiago. We set up each country portal through our HubSpot implementation for new regional portals, with closed scope and price. When the copy needs scripts or connections, we build integrations with owned code and keys. Code, keys and documentation stay client-owned, under your company's name.

Frequently asked questions

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

Yes, natively, when both portals belong to a multi-account management organization. The main account needs Enterprise, the others Professional or Enterprise, and you need Super Admin rights in both. Without that setup, rebuild the workflow by hand, script it with the workflows API v4 (in beta) or use a replication tool. In every case, review owners, emails, segments and secrets before turning it on.

Does HubSpot copy properties between portals?

Not as a standalone feature. When multi-account asset copying moves a workflow, form, segment or email that uses a custom property missing in the destination, HubSpot creates it. For everything else, export the list from Settings > Properties with Export all properties and recreate each property by hand, through the API or during an import. Keep the internal names identical across portals in Chile and the rest of Latin America.

Can you clone pipelines between HubSpot portals?

Pipelines are not part of multi-account asset copying, so you recreate them by hand or with the pipelines API. Stage IDs change in the new portal, which means every workflow and report that uses a stage needs an update. Check the limits too: custom pipelines are shared across objects, with 15 in Starter, 100 in Professional and 350 in Enterprise.

Can a HubSpot sandbox copy configuration between two portals?

No. A standard sandbox, available in Enterprise, is created from one production account and deploys tested changes back to that same account. It is useful to rehearse a new process before it reaches your sales team in Mexico or Colombia. To move configuration between two production portals, use multi-account asset copying, scripts or a replication tool.

What breaks most often when cloning HubSpot workflows?

References to things that do not exist in the destination: owners, teams, emails, segments, pipeline stages, custom code secrets, webhook URLs and connected apps. Workflow settings such as re-enrollment and execution times are also easy to miss. Keep cloned workflows off, enroll test records by hand and check every branch before turning them on one at a time.

Can I still use a private app to script the clone?

Existing legacy private apps keep working. Accounts created since September 28, 2026 cannot create new ones, and existing accounts lose that option on October 26, 2026. A new regional portal opened in Chile or Peru today should use a project-based private app or Service Keys, which are in beta. Keep the code and keys under your company's name, not a contractor's.

Is it better to have one portal per country or one portal for Latin America?

One portal is easier to maintain and gives consolidated reports without extra work. Separate portals fit separate legal entities, data that must not mix or very different processes. If the difference is only the brand, evaluate HubSpot Brands, which requires Marketing Hub Enterprise plus the Brands add-on. Every extra portal is one more configuration to keep aligned with headquarters.