Migrate from ActiveDEMAND to Pipedrive

Discovery and API enrollment

We audit the source ActiveDEMAND account across objects (Contacts, Companies, Campaigns, Call Tracking, Appointments, Chat, Lists, Brand Custom Fields), record counts, and active Automated Workflows and Funnels. We initiate the ActiveDEMAND Developer Partner Program enrollment in parallel with scoping. If API enrollment is delayed, we scope a CSV-first approach for Contacts and Companies while pursuing API access. The discovery output is a written migration scope with object inventory, record counts, and a recommendation on community segmentation strategy.

Schema export and Pipedrive custom field creation

We export the full Brand Custom Field definition schema before exporting any Contact records. This includes field name, field type, and option lists for picklist fields. We then create the equivalent custom fields on the Pipedrive Person object (and Organization if needed) before any data load. If the destination Pipedrive account has existing custom fields, we check for naming conflicts and adjust. Pipedrive allows creating custom fields directly from the import screen if a missing field is encountered, but pre-creation avoids retry cycles.

Community and list mapping design

We design the community segmentation strategy (Tag vs custom field) and list-to-Tag mapping based on the customer's ActiveDEMAND configuration. For Senior Living operators, we confirm whether community assignment should map to Pipedrive Tags on Person records or to a custom field. For marketing lists and segments, we design a Tag naming convention (e.g., list_name format) to avoid collision with community Tags.

Organization and Person import with reconciliation

We load Organizations first from ActiveDEMAND Companies (using company name as dedupe key). Then we load Persons with the OrganizationId resolved from the Company-to-Organization lookup. Brand Custom Fields populate into the pre-created Pipedrive custom fields. Owner resolution maps by email to Pipedrive User. We run a row-count reconciliation (Contacts in, Persons in) and spot-check 20-30 records before proceeding to activity load.

Activity history load (calls, appointments, chat)

Call Tracking records, Appointments, and Chat Conversations load as Activities linked to the resolved Person records. We batch activities in groups of 500 and apply exponential backoff if the Pipedrive API returns rate limit responses. The original timestamps preserve as Activity done_date. Call recording URLs populate a custom Activity field. Any Chat conversations with more than 50 messages per thread truncate to the most recent 50 to stay within Pipedrive's note field limits.

Tag and segment reconstruction

ActiveDEMAND Lists and Segments, and the Senior Living Community assignments, reconstruct as Pipedrive Tags on the Person records. We create Tags in Pipedrive first, then assign Tag names to each Person record during a bulk update. Community tags and list tags coexist on the same Person record without conflict. The Tag inventory is delivered as a reference document alongside the migration completion report.

Cutover, delta migration, and workflow handoff

We freeze ActiveDEMAND writes during cutover, run a final delta migration of any records created or modified during the migration window, then enable Pipedrive as the system of record. We deliver the Automated Workflow and Funnel inventory document to the customer's admin. We do not rebuild ActiveDEMAND Workflows as Pipedrive Automation inside the migration scope; that is a separate engagement. We support a one-week hypercare window for reconciliation issues raised by the customer's team.