Switching from HD Photo Hub

Moving your business from HD Photo Hub doesn’t mean starting from an empty account. Spatiko’s HD Photo Hub integration is a one-time migration: you connect with an API token, and Spatiko imports your clients, order history, payments, and refunds — so day one in Spatiko already looks like your business.

What comes over

• Clients — names, emails, phone numbers (normalized to international format), and company, taken from the client’s HD Photo Hub group.
• Orders — one Spatiko order per HD Photo Hub order, with the property address and size, every line item, order status, and totals. Canceled line items come over too, marked voided, so the history stays complete. If a listing has no order at all, Spatiko still creates one from the listing itself so nothing goes missing.
• Travel fees — HD Photo Hub has no dedicated travel-fee field, so Spatiko detects travel line items by name (travel, trip charge, trip fee, mileage, fuel or gas surcharge) and maps them to the order’s travel fee, where payout reports expect them.
• Shoot appointments — tasks with the same appointment time are grouped into a shoot session with its assigned photographer and combined on-site duration.
• Team payouts — each task’s pay is attributed to the matching Spatiko team member, using the mapping you set up in step 2 below.
• Payments — every recorded payment, with its method mapped (card, check, cash, bank transfer, or “external” for anything else). If HD Photo Hub reports a paid balance without itemized payments, Spatiko adds a single reconciling payment so your books still add up.
• Refunds — pulled from the transaction ledger and attached to the matching payment.
• Videos and 3D tours — YouTube and Vimeo videos, Matterport and Zillow tours, floor plans, and other embeds come over as links on the order, the same way manually embedded tours work.

Original order dates are preserved, each imported order gets an “Imported from HD Photo Hub” note in its activity log, and each client’s “since” date is backdated to their earliest imported activity — so your history reads correctly, not like everything happened on migration day.

What doesn’t come over

• Photos. Media files stay in HD Photo Hub; videos and tours are imported as links, not copied files.
• Your service catalog. Imported line items are historical snapshots, not services. Build your services and pricing in Spatiko directly — it takes minutes and gives you clean pricing going forward.
• Team logins. You can bring HD Photo Hub staff in as team member records for payout attribution (step 2), but they can’t sign in until you invite them.

Step 1: Connect with an API token

There’s no OAuth popup here. Generate an API token in your HD Photo Hub account under Settings → API Access, then in Spatiko go to Settings → Integrations, find HD Photo Hub under Migration, and paste the token. It’s stored encrypted, like every other integration credential. The migration isn’t gated by your plan.

Step 2: Map your team

Open the integration and click Map next to Team members. This matches each HD Photo Hub staff member — including the account owner — to a Spatiko team member, so imported shoots are assigned to the right photographer and payouts land on the right person.

If someone isn’t on your Spatiko team yet, you can import them straight from the mapping dialog. That creates an inactive team member record with no login — they won’t appear in booking assignment until you invite them and they accept, but historical shoots and payouts attribute to them correctly.

Map before importing orders. Anyone left unmapped simply stays unassigned on imported shoots — you can map them later and re-import to backfill.

Step 3: Import clients

Click Import next to Clients. For each HD Photo Hub client, Spatiko either creates a new client record or — if a client with the same email already exists in Spatiko, say from an earlier CSV import — links to the existing record and fills in missing details instead of duplicating it. Existing data isn’t overwritten.

Contacts with no name and no email are skipped, deleted clients are skipped, and staff accounts aren’t imported as clients.

Step 4: Import orders and payments

The Orders & Payments import unlocks once clients are in (so every order links to the right client). Spatiko walks your client list, pulls each client’s listings and orders from HD Photo Hub, and builds everything described above — orders, sessions, payments, refunds, and media links.

If you also run HubSpot sync, don’t worry: imported orders don’t trigger deal sync, so the migration won’t push hundreds of historical deals into your CRM.

Re-running the import

Every imported record is keyed to its HD Photo Hub ID, so re-running an import updates existing records in place instead of creating duplicates. Two common reasons to re-run:

• You mapped more team members after the first pass — re-import orders to backfill their assignments and payouts.
• You kept taking bookings in HD Photo Hub during the switch — run a final pass right before cutover.

One caution: on re-import, an imported order’s line items, sessions, status, and totals are rebuilt from HD Photo Hub as the source of truth. If you’ve hand-edited an imported order in Spatiko, a re-import overwrites those parts — so do your final import before you start touching history.

How long it takes, and what happens on errors

Imports run in the background — you can close the dialog and the progress bar picks up where it left off next time you open it. Large accounts take several minutes. Only one import runs at a time; if one appears stuck, it clears after about 30 minutes and you can start again.

Individual records that fail don’t stop the rest of the import. When it finishes, the dialog shows a summary (imported, updated, skipped, failed) and the error messages, so you can see exactly what needs a manual touch-up.

Coming from a different platform? The CSV client import works for any system that can export a spreadsheet.