Migrate from Contact Beacon to HighLevel

Discovery and scoping

We audit the Beacon account for record counts (Contacts, Donations, Campaigns), custom field inventory, active workflows requiring documentation, pipeline stages, tag usage, attachment volume, and API key access. We request fresh API keys during this phase and store them securely. The scoping output is a written migration scope document including the Gift Aid custom field strategy, the donation-to-Opportunity mapping decision, and the campaign-to-pipeline or campaign-to-tag approach. We also review GoHighLevel plan tier (Starter, Unlimited, or SaaS Pro) to confirm Custom Object availability if needed.

Schema design in GoHighLevel

We create the destination schema in GoHighLevel before any data loads. This includes custom Contact fields for any Beacon custom fields that don't map to standard GoHighLevel fields, the gift_aid_eligible__c custom field on Opportunity, and any custom field types needed for labeled phone and email addresses. If the customer uses a Custom Object for Donation records, we create the object with its field schema and associations. Pipeline stages are configured to match Beacon's pipeline stage names and ordering. Tags are pre-created in GoHighLevel to accept the incoming label arrays.

Paginated extraction from Beacon

We extract Beacon data via paginated API reads because no bulk endpoint exists. Contacts, Donations, Campaigns, Tags, and User references are pulled in separate passes, with timestamps recorded for delta-sync at the end of the window. We pace requests to stay within Beacon's rate limits and run extractions during off-peak hours for large datasets. Attachments are downloaded in individual requests, chunked by 50 files per batch to avoid throttling.

Data transformation and Opportunity mapping

We normalize Beacon field names to GoHighLevel field names during the transform phase. Donations are mapped to Opportunities with Opportunity Amount, Close Date, and Pipeline assignment resolved. The Gift Aid boolean is written to the gift_aid_eligible__c custom field. The parent Contact lookup is resolved at this stage so that Opportunity records are linked to the correct Contact at insert time rather than requiring post-load parent-ID updates. Tags are mapped to GoHighLevel Tags applied to the target record.

Sandbox migration and reconciliation

We run a full migration into a GoHighLevel test sub-account (or the customer's sandbox if available) using production-like data volume. The customer's admin reconciles record counts, spot-checks 20-30 random Contacts and Donations against the Beacon source, and validates that the Gift Aid field populated correctly on sample Opportunities. Any mapping corrections are made before the production migration begins.

Production migration and cutover

We run the production migration in dependency order: Contacts first (with custom fields resolved), then Pipelines, then Opportunities (with Contact lookups resolved), then Tags, then Attachments. Each phase emits a row-count reconciliation report. We run a final delta sync of any records modified during the migration window, then enable GoHighLevel as the system of record. We deliver the Workflow inventory document to the customer's admin team. We do not rebuild Beacon workflows as GoHighLevel Workflows inside the migration scope; that is a separate engagement or an internal admin task.