Migrate from CaseManager to HighLevel

CaseManager cases map to HighLevel Opportunities. Case status values map to HighLevel pipeline stage names. Each CaseManager case type can map to a separate pipeline in HighLevel, or all cases can consolidate into one pipeline — your team decides the target structure before migration.

CaseManager contacts migrate as HighLevel contacts with name, email, phone, and address fields preserved directly. Owner resolution happens by email match against HighLevel users. Unmatched owners are flagged and assigned to a fallback user or queue. All contact records retain their original creation timestamps to maintain historical accuracy in HighLevel.

CaseManager organizations map to HighLevel companies. Company name, domain, address, and industry fields migrate directly. Contacts without a primary company link land in HighLevel as contacts without a company association. Each company record preserves its original creation date, and duplicate company names are flagged for review to prevent data redundancy in HighLevel after migration.

CaseManager document attachments re-upload to HighLevel and attach to the corresponding contact or opportunity record. Files under 25MB migrate directly; files exceeding HighLevel's size limit are flagged for manual handling or compression before migration. All migrated files retain their original file names and upload dates to preserve document traceability within the HighLevel CRM environment.

CaseManager timeline notes migrate as HighLevel notes attached to the corresponding contact or opportunity. Original timestamps and note authors are preserved. Rich-text formatting in CaseManager notes converts to plain text in HighLevel. Note attachments or inline images within notes are flagged for manual review, as HighLevel's note format supports text content primarily.

CaseManager custom fields on cases create equivalent custom fields on HighLevel opportunities. We create the custom fields in HighLevel before migration runs, then populate them during the data load. Field types (text, number, date, picklist) map to the closest HighLevel custom field type.

CaseManager custom fields on contacts create equivalent custom fields in HighLevel contacts. Picklist values in CaseManager migrate as tag-compatible text or custom picklist options in HighLevel, depending on field type. We create the custom fields in HighLevel before migration loads data, ensuring the target schema is ready. Validation rules or conditional logic associated with custom fields require manual recreation in HighLevel after migration completes.

CaseManager case status values (e.g., Open, In Progress, Resolved, Closed) map to HighLevel pipeline stage names. We build a value-by-value mapping table before migration. Any unmapped status values become a default 'Unmapped' stage or a custom stage your team specifies.

CaseManager case owners resolve by email match against HighLevel users. If a CaseManager owner has no matching HighLevel user, the opportunity attaches to a fallback user (configurable) or lands in an unassigned queue for manual assignment after migration. We provide a pre-migration report listing all unmatched owners so your team can create the necessary HighLevel user accounts before data loads begin.

CaseManager tags migrate as HighLevel tags on the corresponding contact or opportunity. Tags are preserved as-is; no transformation. HighLevel's tag model supports unlimited tags per contact. We recommend reviewing tag naming conventions before migration to ensure consistency, as tag-based segmentation drives workflow triggers and reporting in HighLevel's automation environment.

CaseManager's ability to link related cases has no native HighLevel equivalent. Related cases migrate as a custom object or as a text field storing the IDs of linked opportunities — your team decides whether to recreate the relationship logic in HighLevel's Workflow Builder.