Migrate from Apto to Pipedrive

Apto contact records migrate as Pipedrive Person records. Pipedrive Person stores name, email, phone (with label), address, and owner. Apto property associations that are person-level attributes (e.g., buyer type, preferred area) migrate as Pipedrive custom fields on Person during migration so original context is preserved in Pipedrive. Pipedrive's hash-key system does not preserve source field names, so the mapping plan tracks Apto field IDs against Pipedrive hash keys for accurate data writes.

Apto company or brokerage records map to Pipedrive Organization. Organization holds the firm name, domain, address, industry, and employee count. Pipedrive Organization supports custom fields for brokerage-specific attributes such as MLS ID or office address. Brokerage firms and individual agents stored as Apto contacts split into separate Organization and Person records with their relationship preserved via linking. Pipedrive's custom field hash-key system requires pre-creation before migration for any brokerage-specific attributes.

Apto property records (address, price, listing status, property type, bedrooms, bathrooms, MLS number) merge into a Pipedrive Deal record as custom fields, since Pipedrive has no native real estate property object. The Deal title becomes the property address; the deal amount becomes the listing price. Historical showing records and listing presentations migrate as linked Activity records.

Apto deal records for active transactions map to Pipedrive Deal. The Deal belongs to a Pipeline; each Apto deal stage (Prospect, Active, Under Contract, Closed) maps to a corresponding Pipedrive Stage within the configured pipeline. Deal owner resolves by email match to Pipedrive users.

Apto leads that are pre-qualified prospects but not yet in an active deal map to Pipedrive Lead. Pipedrive Lead inherits all Deal custom fields automatically per Pipedrive's schema. Leads without a Person association must include at minimum a name or organization reference to create cleanly in Pipedrive.

Apto activity types map to Pipedrive Activity with a type pick-list. Property showings and listing presentations become Pipedrive Activity records with type 'Task' or a custom activity type (e.g., 'Showing') created before migration. All activities retain original timestamps and owner attribution. Pipedrive requires activities to be associated with a Person, Organization, Deal, or Lead; orphaned activities are flagged pre-migration.

Apto notes on contacts, properties, or deals migrate as Pipedrive Notes attached to the corresponding Person, Organization, or Deal. Rich-text formatting in Apto notes converts to Pipedrive's Note format. Note timestamps and author attribution are preserved as Created date and owner.

Apto file attachments on contact or deal records are downloaded and re-uploaded as Pipedrive Files with original filenames. Pipedrive's file size limit is 25MB per file; files exceeding this threshold are flagged for manual handling. Google Drive or external links stored in Apto are excluded from export per Pipedrive's API constraints.

Apto custom property fields (e.g., buyer_preference_rating, listing_source_channel) require pre-creation in Pipedrive before migration. Pipedrive assigns each custom field a 40-character hash key — the mapping plan must track Apto field IDs to Pipedrive hash keys. Custom fields created for Deals automatically appear on Leads in Pipedrive per the platform's inheritance model.

Apto workflow rules and automation triggers do not transfer to Pipedrive. Pipedrive Automations (available on Advanced+ plans) must be rebuilt. FlitStack AI exports Apto workflow definitions as a JSON reference document so your Pipedrive admin can map each rule to an equivalent Pipedrive automation trigger and action.

Apto user accounts resolve to Pipedrive users by email address match. Active Apto users must have Pipedrive user accounts provisioned before migration so records can be assigned correctly. Inactive or archived Apto users are excluded from migration but noted in the audit log.

Apto deal stages map to Pipedrive Pipeline Stages. Each Apto pipeline becomes one Pipedrive Pipeline with its own ordered stage list. Stage names and probabilities are mapped value-by-value; custom stage names in Apto require pre-creation in Pipedrive before the import runs.