Migrate from AgileCase to HighLevel

AgileCase Contact records migrate directly to HighLevel Contact records. Email address is the primary deduplication key. Phone, address, and custom property fields map to corresponding HighLevel Contact custom fields. Original create timestamps are preserved as a custom datetime field since HighLevel CreatedAt is set at migration time.

AgileCase company records map to HighLevel Company records using the company name as the primary identifier. Company domain, industry, phone, and address fields map to their HighLevel equivalents. A company must exist in HighLevel before contacts referencing it can be linked via the Contact-Company relationship.

AgileCase Case is the central work unit — it maps to a HighLevel Opportunity record. Each AgileCase case becomes one Opportunity with the case name as Opportunity name, the case value or amount as the Opportunity amount, and the case status mapping to a HighLevel pipeline stage. Case priority maps to a custom Opportunity priority field.

AgileCase case plans define step sequences tied to Case records. These do not have a direct HighLevel equivalent — the plan steps are extracted and the current step maps to a HighLevel pipeline stage. Historical step progression is preserved as a custom multi-select field for reference. Case plan automation rules must be rebuilt in HighLevel Workflow Builder.

AgileCase custom fields on Contact records require custom fields to be created in HighLevel first. Field types are mapped: text → Short Text or Long Text, number → Number, date → Date, picklist → Dropdown. Dropdown value lists are recreated as HighLevel dropdown options. Required-field constraints are applied from AgileCase configuration.

AgileCase custom fields on Case records map to custom fields on HighLevel Opportunity records. The same type-mapping rules apply as with Contact custom fields. Fields with conditional visibility based on case type require additional custom field configuration or workflow-based field display rules in HighLevel.

AgileCase file attachments linked to Cases or Contacts are downloaded and re-uploaded to HighLevel as Files attached to the corresponding Contact or Opportunity record. File size limits apply — HighLevel enforces a 25MB per-file default. Inline images from notes are extracted and rehosted as HighLevel attachments.

AgileCase email logs and communication history entries are imported as Contact Activity records in HighLevel, preserving the original communication timestamp and direction (sent/received). Subject, body content, and linked Contact are carried over. HighLevel's activity history model is flat — multi-thread email chains are not preserved as threads.

AgileCase's structured audit trail (available up to 365 days on Enterprise) has no native equivalent in HighLevel. Key audit events — record creation, status changes, and owner assignments — are preserved as Contact or Opportunity custom fields with the event type and timestamp. Full audit history is exported as a separate CSV for reference or external compliance use.

AgileCase tasks linked to Cases are migrated as HighLevel Tasks attached to the corresponding Opportunity record. Due dates, task descriptions, completion status, and assigned owner are mapped. Uncompleted tasks carry their original due dates forward; completed tasks are migrated with their completion timestamp preserved.

AgileCase user accounts are matched to HighLevel users by email address. The match must be confirmed before migration so records can be assigned to the correct HighLevel user. Unmatched AgileCase users are flagged for the admin to create HighLevel accounts or reassign their records to an existing user.

AgileCase tags and category labels applied to Contacts and Cases migrate to HighLevel Tags on the corresponding Contact and Opportunity records. Tags are preserved as-is with their original names. HighLevel supports unlimited tags per contact, so no consolidation or filtering is needed.

AgileCase form submission data (submission date, form name, submitted fields) is mapped to HighLevel Contact custom fields and the Contact Source field. UTM parameters from form submissions are stored as UTM custom fields on the Contact record if available in AgileCase.

AgileCase client portal activity records (documents shared, messages sent via portal) do not have a direct HighLevel equivalent. Portal activity is summarized as a tagged note on the Contact record with the last portal interaction date, preserving the fact of client-facing activity without the detailed portal log.