Migrate from Basecamp Scout to HighLevel

Each unique person assigned to a to-do across all Basecamp Scout projects becomes one HighLevel contact. The contact's email (from the person record) is the deduplication key. If a person appears in multiple projects, they receive one contact record with all project affiliations stored in tags.

Basecamp Scout has no standalone company object — company context lives inside project names or to-do descriptions. FlitStack extracts client names, domains, and industries where they appear and merges them into HighLevel Company records, linking them to contacts by email-domain matching.

Each Basecamp Scout project becomes a HighLevel opportunity. The opportunity name is the project name; the pipeline stage is derived from the project's status field — active maps to the first stage, on-hold maps to a mid-stage, and complete maps to the closed-won or closed-lost stage per your pipeline configuration.

Individual to-dos migrate as HighLevel tasks. The task subject is the to-do name, the due date maps directly, and the assigned user is resolved by email match against HighLevel users. Incomplete to-dos land as open tasks; completed ones land as completed tasks with the completion timestamp preserved.

Basecamp Scout stores latitude and longitude for each geo-tagged check-in attached to a to-do. HighLevel has no native location field. We create a custom field pair — CheckIn_Latitude__c and CheckIn_Longitude__c — on the Contact object and populate them from the most recent check-in for each assigned person.

Basecamp Scout time entries link a user to a to-do with a start time, stop time, and total duration. We map duration to a custom field Total_Time_Tracked__c on the Contact. If the time entry is billable and tied to a project that maps to an opportunity, we also create a HighLevel task with the time entry details attached to the opportunity.

Files attached to Basecamp Scout projects and to-dos are downloaded and re-uploaded to the corresponding HighLevel contact or opportunity record. File size limits from HighLevel apply (25MB per file). Inline images are preserved; original upload timestamps are stored in a custom metadata field.

Project message-board posts are extracted and written as HighLevel notes on the associated contact or opportunity. The note author is resolved by email match to the HighLevel user; the original post timestamp is preserved as the note creation date. Thread context is maintained by grouping posts from the same discussion under a shared note tag so conversations stay intact. Inline images and @mentions within posts are preserved as plain text references.

Basecamp Scout project status is a three-value pick-list. We map 'Active' to your first HighLevel pipeline stage, 'On Hold' to a configurable mid-stage, and 'Complete' to Closed Won. Any custom statuses you have added in Basecamp require a pre-migration value-mapping workshop.

Basecamp Scout recurring to-dos and project-level automations have no HighLevel equivalent. We export the recurrence rule (daily, weekly, monthly, custom) and the to-do structure as a JSON reference file your team uses to rebuild these as HighLevel Workflow triggers. The exported JSON includes the original recurrence pattern, assigned user, due date logic, and any dependent to-do chain so your HighLevel admin can reconstruct the automation sequence systematically.

Basecamp's Hill Chart progress visualization has no direct equivalent in HighLevel. The underlying to-do completion percentage can be reconstructed from the migrated task records and surfaced as a custom progress field on the opportunity, but the visual Hill Chart itself must be replaced with HighLevel's pipeline view.

Basecamp Scout person records map to HighLevel users by email. The user's Basecamp project role (admin, regular) maps to HighLevel role permissions — admin to Admin, regular to Standard. Unmatched persons become contacts with a 'Source_User__c' flag rather than full HighLevel users.