Migrate from Basecamp Scout to Freshsales

Scout team members who have email addresses become Freshsales contacts. Their role in Scout (admin, member) does not map to a Freshsales object — role data is preserved in a custom field for admin reference. Users who are only internal admins and not field reps are mapped as Freshsales users only.

Scout projects group field activities by business unit or client. Each project maps to a Freshsales Account, preserving the project name as the account name. Project descriptions carry over as the account description field. This is the highest-level grouping in the Scout model.

Scout tasks with a client association map to Freshsales Deals. Task status (pending, tracked, completed) maps to Freshsales pipeline stage values via value mapping. Multiple Scout tasks for the same client can be merged into a single deal representing the overall field engagement.

Scout tasks with no client association remain as Freshsales Tasks. Task subject maps to the task title field, due date maps directly, and the assigned person resolves by matching their email address to a Freshsales user. Completed status in Scout maps to task completion in Freshsales. This preserves internal work items without client billing implications as native Freshsales tasks.

Scout geo-fence zones (name, polygon coordinates, address, assigned zone type) have no Freshsales native equivalent. We create a custom module called Geo_Fence__c in Freshsales with fields for zone name, boundary coordinates, and address. This custom module is linked to Accounts via a lookup relationship.

Scout stores last-known latitude and longitude per team member. These map to Freshsales custom number fields (Last_Known_Latitude__c and Last_Known_Longitude__c) on the Contact record. Historical check-in timestamps are preserved as a custom datetime field (Last_Location_Captured_At__c) to maintain location history for field-rep accountability and route analysis.

Scout company records map directly to Freshsales Accounts. Company name, address, phone, and website carry over as direct field maps. Industry classification and employee count are stored as custom fields in Freshsales if those standard fields are not configured in your account. Additional custom properties on the Scout company record are also carried forward as custom fields.

Files attached to Scout to-dos or projects are downloaded from Basecamp storage and re-uploaded to Freshsales via the file attachment API. Inline images embedded in to-do descriptions are extracted, hosted externally if needed, and linked in the migrated Freshsales record. The original file name and any metadata are preserved during re-upload to maintain document context.

Scout task assignments (which field rep is assigned to which task) map to Freshsales deal assignment fields. When multiple Scouts are assigned, the primary assignee becomes the deal owner and additional assignees are stored in a custom multi-select field (Secondary_Assignees__c) for reference.

Scout automated alerts, geo-trigger notifications, and assignment rules do not have a Freshsales equivalent and cannot be migrated. We export the Scout workflow definitions as a structured JSON document and provide a rebuild guide mapping each Scout trigger to a Freshsales workflow rule.

Scout's geo-triggered auto-assignments where entering a zone triggers a task push require manual rebuild in Freshsales. Freshsales Pro and Enterprise offer territory-based auto-assignment rules that can replicate similar field-sales routing logic. The rebuild involves mapping zone entry events to territory boundaries and configuring Freshsales assignment rules accordingly.

Scout productivity reports and geo-fence breach reports cannot migrate directly since they use Scout-specific report structures. The underlying data does migrate — team activity records appear as tasks and geo-data as custom fields — but report layouts and visualizations must be rebuilt in Freshsales's reporting module using the migrated data as a source.