Migrate from Cirqll to HighLevel

Discovery and API probe

We audit the Cirqll account for record volumes across Customers, Leads, Tasks, Activities, Notes, Calendar events, and Documents. Because the Cirqll API schema is sparsely documented, we run a probe-read phase: we request API credentials, make test reads against each object type, and capture actual field names and types from live responses. We also request a trial export or sandbox access if available. The discovery output is a written scope document with estimated record counts, a preliminary field map, and a document recovery plan.

GoHighLevel schema configuration

We configure the destination GoHighLevel account before any data import. This includes creating custom fields on Contact and Opportunity to receive any extended Cirqll properties, setting up pipeline stages to match Cirqll lead status values, and provisioning user accounts for each Cirqll owner identified during the probe. If the customer uses GoHighLevel Opportunities as the deal model, we configure the pipeline and stage values during this step.

Owner reconciliation

We extract every distinct Cirqll user referenced as an owner on Customer, Lead, Task, Activity, and Note records. We match by email against the GoHighLevel User table. Any Cirqll owner without a matching GoHighLevel User goes into a reconciliation queue for the customer to provision before record import resumes. Migration cannot proceed past record import without resolved OwnerId references.

Production migration with rate-limit pacing

We run production migration in dependency order: Contacts (Cirqll Customers first with dedupe key applied), Leads (mapped to Opportunities), Tasks, Activity history, Notes, Calendar events. Each object batch is paced to the 100 req/min Cirqll rate limit using timed batch intervals. Our migration engine monitors 429 responses and applies exponential backoff dynamically. Each phase emits a row-count reconciliation report before the next phase begins.

Document recovery pass

We execute the secondary document pass: we extract document blobs from Cirqll (subject to available API or manual export access), download files preserving metadata, and reupload to GoHighLevel Attachments linked to the corresponding Contact or Opportunity record. We flag any documents that cannot be recovered due to API inaccessibility and include them in the handoff document for manual handling.

Cutover, validation, and workflow handoff

We freeze writes to Cirqll during the cutover window, run a delta migration of any records modified during the migration window, then enable GoHighLevel as the system of record. We deliver a written workflow and automation recommendation document to the customer's admin team. We support a three-day hypercare window where we resolve reconciliation issues raised by the customer's team. Workflow rebuild is outside standard scope.