Migrate from Capsule CRM to HighLevel

Capsule Contacts are a subset of the Party object distinguished by type=person. We query the /parties endpoint filtered by type=person and map first name, last name, email address, phone, title, owner, and tags to GoHighLevel Contact fields. The Capsule party tags field becomes a comma-separated text field or we create a GoHighLevel Tag for each unique Capsule tag value, depending on the customer's tagging strategy. Address data from Capsule moves to the Contact address fields. Custom fields on the Contact are resolved via the /fields/definitions endpoint before value translation.

Capsule Organisations map directly to GoHighLevel Company records. We extract organisation name, domain, industry, number of employees, annual revenue, owner, and tags. The Capsule organisation website domain becomes the Company domain field for deduplication. Address data moves to the Company address fields. Custom fields on the Organisation are resolved via /fields/definitions before value mapping. If the source Capsule account has Organisations with no linked Contacts, they migrate as standalone Company records.

Capsule Opportunities map to GoHighLevel Opportunities with pipeline name and stage name preserved. The Opportunity name, value, currency, expected close date, probability, owner, and linked Party (as Contact or Company lookup) carry forward. Capsule pipeline stage names map to GoHighLevel pipeline stage values. If the source Capsule account has multiple pipelines, we create corresponding GoHighLevel pipelines. Stage probabilities migrate as integer values. Closed-Lost and Closed-Won status from Capsule maps to GoHighLevel status field values.

Capsule Cases track support or service issues linked to Parties. We migrate Cases as GoHighLevel Tasks with a custom case_status field carrying the Capsule Case status value, or as a GoHighLevel Custom Object named Case if the customer prefers a dedicated object with its own fields. Case priority, assignee (as owner), and description carry forward. Capsule Case conversation threads migrate as Task comments or as notes attached to the Case record. The migration approach is confirmed during scoping based on the customer's GoHighLevel configuration.

Capsule Projects with milestones do not have a direct GoHighLevel equivalent. We flatten Project milestones into GoHighLevel Tasks under the linked Opportunity or Contact, preserving milestone name, due date, status, and description. We set the Task priority to High for milestones and add a custom field milestone_name__c to distinguish them from regular tasks. If the customer requires a dedicated Project object, we create a GoHighLevel Custom Object named Project and link milestones as child records via a lookup relationship.

Capsule Activities logged against Parties (calls, emails, meetings, notes) carry forward as GoHighLevel Contact activities. We migrate activity type, description, timestamp, direction (inbound/outbound), and duration for calls. Emails migrate as notes or as a custom activity type in GoHighLevel's activity log. Meetings preserve location, duration, and attendee details. Activity history is linked to the migrated Contact record via the Party email address match. GoHighLevel does not have a native multi-object engagement timeline like some CRMs, so activities attach to the Contact record.

Capsule Tasks linked to Parties or Opportunities map to GoHighLevel Tasks. We preserve task name, due date, status, priority, assignee (as owner), and description. Orphaned Tasks (not linked to a Party or Opportunity) migrate to a general Task queue in GoHighLevel and are flagged for the customer's admin to re-assign. Task category or tag from Capsule becomes a GoHighLevel Tag on the Task.

Capsule custom fields are created via the data-tag system and require a separate /fields/definitions API call before values can be correctly typed. We fetch field definitions for each entity type (parties, opportunities, cases) before pulling record data, resolve list field options, and apply the correct type casting. We then create matching GoHighLevel custom fields per object (Contact, Company, Opportunity, Case) and populate them with translated values. Type mapping: Capsule text list becomes GoHighLevel dropdown; Capsule date becomes GoHighLevel date; Capsule numeric becomes GoHighLevel number.

Capsule tags are flat labels applied to Parties, Opportunities, and Cases. We translate tag names 1:1 into GoHighLevel Tags. GoHighLevel supports Tags on Contacts, Companies, and Opportunities. We preserve the tag-to-record relationship during migration by applying each tag to the corresponding migrated record. If a Capsule tag contains characters not supported by GoHighLevel (e.g., spaces, special characters), we sanitise the tag name to a URL-safe format and document the mapping for the customer's admin.

Capsule Users assigned as owners of Parties, Opportunities, Cases, and Tasks map to GoHighLevel Users by email address match. We extract every distinct owner referenced on migrating records and match against the GoHighLevel destination User list. Users without a matching GoHighLevel account go to a reconciliation queue for the customer's admin to provision before record import resumes. GoHighLevel role permissions (Admin, Manager, Agent) are assigned based on the Capsule user's plan tier; Starter users map to Agent, Growth and above map to Manager or Admin based on scoping confirmation.