How long does a CRM.io by 500apps to GoHighLevel migration take?

Most CRM.io migrations complete in three to five weeks for accounts with fewer than 5,000 total records across Contacts, Leads, Accounts, and Deals, provided no custom field configuration or document binary transfer is required. Migrations with 5,000-20,000 records, Activity history reconstruction, and pipeline stage configuration extend to six to eight weeks. The CSV-only extraction constraint on the CRM.io side is the primary timeline driver because relationship reconstruction requires manual key matching rather than API lookups. The 500apps wind-down adds urgency, and we recommend starting scoping within 60 days of the initial inquiry.

Do CRM.io Workflows, Email Templates, and Documents migrate to GoHighLevel?

No. CRM.io Workflows use a different automation model from GoHighLevel Automations and we do not migrate them as code. We deliver a written inventory of every active CRM.io Workflow with its trigger, conditions, and actions, plus a recommended GoHighLevel Automation equivalent for the customer's team to rebuild. Email Templates in CRM.io cannot be exported via CSV and do not migrate; customers should capture screenshots or export template text manually from the CRM.io UI before the wind-down. Document binary files (attachments) migrate separately as a file transfer step because the CSV export captures only metadata (filename, type, associated record ID), not the files themselves.

What does a CRM.io to GoHighLevel migration typically cost?

Migrations with fewer than 5,000 total records and no custom field configuration land at $3,500-$5,500 with a three-to-five-week timeline. Migrations with 5,000-20,000 records, Activity history, tag normalization, and GoHighLevel Pipeline configuration move to $5,500-$7,500 and six to eight weeks. Large datasets over 20,000 records with document binary transfers and multiple Owner reconciliation passes reach $7,500-$9,500. GoHighLevel subscription cost ($97/month Starter, $297/month Unlimited) sits outside the migration fee and is the customer's recurring operational cost. The CRM.io CSV-only extraction constraint does not change the price but does extend the timeline compared to API-based migrations.

Can we keep our CRM.io data in GoHighLevel while running both platforms in parallel?

Yes. A parallel-run period is common for CRM.io migrations because there is no free trial or sandbox environment to validate the GoHighLevel setup before cutover. We recommend running both platforms simultaneously for a period of one to two weeks after the production migration completes, with new CRM.io entries being manually entered into GoHighLevel during the parallel window. After the hypercare period, CRM.io is decommissioned. The 500apps wind-down means the parallel window has a hard end date, which we factor into the migration schedule during scoping.

GoHighLevel separates Contact custom fields from Opportunity custom fields. How do we decide which goes where?

Contact custom fields store individual-level attributes that describe the person: lead type (buyer, seller, partner), birthday, preferred contact method, referral source. These appear in the Contact record, in forms, in Smart Lists, and in message personalization using merge fields. Opportunity custom fields store deal-level attributes: budget range, urgency level, timeline to close, property type. These appear only within the Opportunity record and in pipeline views. CRM.io had no custom fields, so the customer defines the schema from scratch during scoping. We present the distinction clearly and the customer makes the final call before any GoHighLevel custom field is created, because GoHighLevel does not allow field type switching after creation.

What happens to our CRM.io Owner (user) records during migration?

CRM.io assigns record ownership to Users, and we map Owner names to GoHighLevel User emails via a lookup table the customer provides during scoping. Any CRM.io Owner without a matching GoHighLevel User goes into a reconciliation queue. The customer provisions the missing GoHighLevel Users before record import resumes. If a CRM.io Owner is no longer active, the customer decides whether to provision an inactive GoHighLevel User to preserve the ownership history or assign the records to a general admin User. Owner reconciliation is a prerequisite step because Opportunity records require an OwnerId reference at insert time in GoHighLevel.

Does FlitStack AI migrate CRM.io data to GoHighLevel if we are already on the 500apps wind-down timeline?

Yes. We treat CRM.io migrations as time-critical because of the 500apps wind-down announcement and the lack of a confirmed data retention commitment. We prioritize CRM.io migration scoping calls and can begin the discovery and scoping phase within five business days of the initial inquiry. The CSV export and field-level review can run concurrently with the customer's internal GoHighLevel account setup. We do not guarantee a specific cutover date without a completed discovery scope, but we have processed CRM.io migrations under tighter timelines than the standard three-to-five-week window when urgency was documented.

We use GoHighLevel Starter tier. Does that affect what we can migrate?

GoHighLevel Starter ($97/month) includes unlimited Contacts, unlimited Users, and all core CRM features, but it does not include Basic API Access. CRM.io data migration to GoHighLevel Starter runs entirely through GoHighLevel's CSV import interface rather than the API, which is consistent with the CRM.io-side constraint anyway. If your migration scope includes custom integrations (webhooks, API-driven automation triggers, third-party data sync), you would need to upgrade to the Unlimited tier ($297/month) for Basic API Access. We confirm the destination tier during scoping and align the migration method to the tier's capabilities.

CRM.io by 500apps to HighLevel Migration — Field-Level Mapping & Rollback

Overview

What this migration involves

Migrating from CRM.io by 500apps to GoHighLevel requires working entirely within the constraints of a platform that publicly states no APIs and no customization. We extract Contacts, Leads, Accounts, Deals, Activities, and Tags from CRM.io via CSV, then map and load them into GoHighLevel's CRM structure. GoHighLevel uses a different data model: Opportunities replace Deals, Pipelines are configured separately from the records they contain, and Custom Fields are split into Contact-level and Opportunity-level types. We reconstruct Account-to-Contact links and Activity associations using lookup keys and date-based matching because the CSV export flattens those relationships. We do not migrate CRM.io Workflows, Email Templates, or Documents as binaries. We deliver a written inventory of Workflows requiring rebuild in GoHighLevel's Automation builder, a template handoff list, and a binary file transfer plan for document attachments.

Field-level fidelity

Every standard and custom field arrives verified.

Schema-aware mapping

AI proposes the map; you confirm before any record moves.

Relationships preserved

Parent–child, lookups, and ownership stay linked.

Full activity history

Calls, emails, meetings — with original timestamps.

Attachments & notes

Documents, uploads, and inline notes move with the record.

Why teams make this switch

Two sides of the same decision

Leaving

CRM.io by 500apps

What's pushing teams away

The entire 500apps suite entered a 90-day wind-down announced on the product page, pushing customers toward migration or the new 500agents platform with no clarity on data retention timelines.
A Capterra reviewer reported that Forms.io responses do not integrate with CRM.io despite being in the same suite, and support was unhelpful — a pattern of integration failures within the bundled ecosystem.
No public API is documented for CRM.io, meaning teams outgrow it quickly once they need programmatic access, integrations, or automated data pipelines.
A reviewer gave 1 star citing 'Never give them your credit card' with no specifics, indicating cancellation and billing complaints are present in the customer base.
Multiple review sources note that the review ecosystem on third-party sites is heavily weighted toward incentivized reviews, making independent assessment of quality difficult.

Choosing

HighLevel

What's pulling them in

Agencies choose HighLevel to consolidate CRM, email, SMS, scheduling, and funnels into one subscription, eliminating monthly bills for five to ten separate SaaS tools they previously stitched together.
The flat-rate pricing model bills per sub-account rather than per contact, so growing a contact database from 1,000 to 100,000 records does not trigger a billing surprise—a common pain point avoided by migrating customers.
White-label and sub-account capabilities let agencies resell HighLevel access to their own clients, turning a software cost center into a recurring revenue stream that justifies the subscription.
The platform ships a 14-day free trial with no credit card required, giving teams a low-friction entry point to validate fit before committing to the $97/month Starter tier.
Marketing agencies managing multiple client accounts use sub-accounts to maintain data isolation per client while operating under a single agency billing relationship with HighLevel.

Object mapping

How CRM.io by 500apps objects map to HighLevel

Each row shows how a CRM.io by 500apps object lands in HighLevel, including any object-level transformations, lookup resolution, or schema-design dependencies.

Typical mapping — final map is confirmed during the sample migration step.

CRM.io by 500apps

Contact

maps to

HighLevel

Contact

1:1

Fully supported

CRM.io Contact records (name, email, phone, company association) map directly to GoHighLevel Contact records. The compound key is email address as the dedupe identifier. We import Contacts first so that any subsequent Account-to-Contact associations can be resolved through the GoHighLevel Contact-Company linking feature. CRM.io contact status and source fields map to GoHighLevel Contact tags or custom fields depending on the customer's scoping preference.

CRM.io by 500apps

Lead

maps to

HighLevel

Contact or Opportunity (routing required)

1:many

Fully supported

CRM.io Lead records are standalone with name, source, status, and owner fields. We route Lead records at migration time: leads with a clear purchase intent or existing deal value become GoHighLevel Opportunities with the CRM.io Lead status preserved as a tag. Leads without purchase intent become GoHighLevel Contacts with a lead_source custom field carrying the CRM.io source value. The routing rule is defined during scoping based on the customer's sales process.

CRM.io by 500apps

Account

maps to

HighLevel

Company

1:1

Fully supported

CRM.io Account records (business name, industry, size, address) map to GoHighLevel Company records. The Account-to-Contact relationship is preserved by linking each Contact to its parent Company using GoHighLevel's Contact-Company association feature. We run Company import before Contact import so that the linking relationship is satisfied at the moment of contact insert.

CRM.io by 500apps

Deal

maps to

HighLevel

Opportunity

1:1

Fully supported

CRM.io Deals (stage, value, close date, owner) map to GoHighLevel Opportunities. The Account-to-Deal link is reconstructed using a compound key of Account name and Deal owner email because there is no API to preserve the original relationship ID. Stage names from CRM.io are mapped to GoHighLevel Pipeline stage values, and the customer validates stage ordering during the scoping call.

CRM.io by 500apps

Activity (calls, emails, tasks, meetings)

maps to

HighLevel

Activity / Workflow Task

1:1

Fully supported

CRM.io Activities (calls, emails, tasks, meetings) link to Contacts or Deals. CSV exports may not preserve the parent object ID reliably. We reconstruct associations using date matching, subject matching, and owner email as fallback. Call duration and disposition export from CRM.io and become GoHighLevel Activity custom fields where supported. Meeting details (date, duration, attendees) migrate as Activity records linked to the Contact.

CRM.io by 500apps

Pipeline

maps to

HighLevel

Pipeline

lossy

Fully supported

CRM.io pipeline stages are configurable within the platform but there is no public API to retrieve the active pipeline configuration. We infer stage names and order from Deal records in the CSV export. GoHighLevel Pipelines are configured separately in Settings before Opportunities are imported, mapping each CRM.io stage name to a GoHighLevel stage within the designated Pipeline. Stage probability values are preserved where present in the CRM.io Deal records.

CRM.io by 500apps

Tag

maps to

HighLevel

Tag

lossy

Fully supported

CRM.io exports Tags as comma-separated values in the Contact and Deal CSV columns. We expand these into individual GoHighLevel Tag records and apply them to the corresponding Contacts and Opportunities. Multi-select tag sets are normalized so that identical tag strings result in a single GoHighLevel Tag record rather than duplicates.

CRM.io by 500apps

Owner/User

maps to

HighLevel

User

1:1

Fully supported

CRM.io assigns record ownership to Users. We map Owner names to GoHighLevel User emails via a lookup table provided by the customer during scoping. Any CRM.io Owner without a matching GoHighLevel User is held in a reconciliation queue for the customer to provision before record import resumes. User provisioning is a prerequisite step because OwnerId references are required on Opportunities.

CRM.io by 500apps	HighLevel	Compatibility
Contact	Contact1:1	Fully supported
Lead	Contact or Opportunity (routing required)1:many	Fully supported
Account	Company1:1	Fully supported
Deal	Opportunity1:1	Fully supported
Activity (calls, emails, tasks, meetings)	Activity / Workflow Task1:1	Fully supported
Pipeline	Pipelinelossy	Fully supported
Tag	Taglossy	Fully supported
Owner/User	User1:1	Fully supported

Gotchas + challenges

What specifically takes care here

Platform-specific issues from each side, plus the pair-specific challenges that don't show up on either platform's page on its own.

CRM.io by 500apps gotchas

High

No public API means all migrations are CSV-only

High

500apps wind-down creates migration urgency

Medium

No free trial makes pre-migration testing impossible

Medium

Review ecosystem is heavily skewed by incentivized reviews

Low

Document attachments require separate binary transfer

HighLevel gotchas

High

Sub-account architecture creates isolated data silos per client

High

Usage-based telecom and AI costs are not in the subscription price

Medium

Workflows have no native equivalent in most destination CRMs

Medium

API rate limits cap bulk migration throughput at 100 requests per 10 seconds per sub-account

Low

White-label configuration and branding assets do not export via API

CRM.io by 500apps gotchas		HighLevel gotchas
Severity	Issue	Severity	Issue
High	No public API means all migrations are CSV-only	High	Sub-account architecture creates isolated data silos per client
High	500apps wind-down creates migration urgency	High	Usage-based telecom and AI costs are not in the subscription price
Medium	No free trial makes pre-migration testing impossible	Medium	Workflows have no native equivalent in most destination CRMs
Medium	Review ecosystem is heavily skewed by incentivized reviews	Medium	API rate limits cap bulk migration throughput at 100 requests per 10 seconds per sub-account
Low	Document attachments require separate binary transfer	Low	White-label configuration and branding assets do not export via API

Pair-specific challenges

No API means CSV exports flatten all object relationships

CRM.io publishes no REST or bulk API, making every migration a CSV extraction from the UI. CRM.io Contact records and Deal records do not carry stable foreign-key IDs in the export. Account-to-Contact associations, Deal-to-Account links, and Activity-to-Contact parentage must be reconstructed using compound lookup keys (email + name + owner email combinations) or date-based matching. Large datasets require manual chunking in the CRM.io UI because there is no automated export mechanism. We flag this during scoping and recommend a full field-level review of every exported CSV before the transformation phase begins.
500apps wind-down creates a hard migration deadline

500apps announced on its own product pages that the entire suite is entering a 90-day wind-down, and CRM.io is explicitly included. The company is directing customers to 500agents with no public data retention commitment after the wind-down period ends. Trustpilot and Reddit reviewers report that 500apps cancellation attempts frequently fail through the self-service portal, requiring bank chargebacks to stop billing. We treat every CRM.io migration as time-critical, prioritize scheduling, and advise against any start date beyond 60 days from the initial scoping call.
Contact vs Opportunity custom fields cannot be switched after creation

GoHighLevel maintains two separate custom field object types: Contact custom fields and Opportunity custom fields. Once a custom field is created as one type, it cannot be switched to the other. CRM.io has no custom fields at all, so the customer has no existing data model to preserve. We use the scoping call to determine the correct field type for each data point before any GoHighLevel custom field is created. Contact-level fields (lead source, birthday, referral type) go on Contact; deal-level fields (budget, close timeline, property type) go on Opportunity. Misclassification at this stage requires manual correction per field after migration.
Document binary files require a separate transfer step

CRM.io's Document Management module stores file attachments associated with Contacts, Accounts, and Deals. The CSV export captures only metadata (filename, type, associated record ID), not the binary files themselves. We do not attempt to embed binary file transfers into the main migration load. We provide two options: a bulk file transfer via encrypted shared storage where each file is placed in a folder named for the associated record, or manual re-upload guidance for the customer to apply post-migration. The choice is made during scoping based on total document volume.
CRM.io Workflows do not migrate to GoHighLevel Automations

CRM.io Workflows use a visual drag-and-drop automation builder with CRM triggers (new lead, stage change, contact update). GoHighLevel Automations use a different trigger-action model with more granular control over wait steps, conditions, and channel integrations (SMS, Voicemail, Webhooks). The two systems are architecturally different and we do not migrate Workflows as code. We deliver a written inventory of every active CRM.io Workflow with its trigger, conditions, and actions, along with a recommended GoHighLevel Automation equivalent. The customer's team rebuilds Automations in GoHighLevel as a post-migration step.

Migration approach

Six steps for a successful CRM.io by 500apps to HighLevel data migration

Discovery and scoping call

We audit the CRM.io account for every object type in use: Contact count, Lead count, Account count, Deal count, Activity volume estimate, tag usage, and pipeline stage list. We also confirm the GoHighLevel destination account tier (Starter, Unlimited) and whether Basic API Access is active. We identify document attachment volume for the binary transfer decision and collect the Owner lookup table from the customer. The discovery output is a written migration scope document covering record counts, object mapping, Owner reconciliation queue, and a recommended GoHighLevel Pipeline configuration.
CSV export and field-level review

We guide the customer through CSV export from the CRM.io UI for each object type (Contacts, Leads, Accounts, Deals, Activities). Because CRM.io has no API, exports are manual and chunked. We review every exported CSV field-by-field before the transformation phase begins, identify any missing or truncated columns, and reconstruct relationship keys using email match and date-based logic. We validate that the Owner lookup table provided by the customer covers every owner referenced in the exports.
GoHighLevel pipeline and custom field configuration

We configure GoHighLevel Pipelines to match the CRM.io stage structure before any Opportunity import. Each CRM.io stage name maps to a GoHighLevel Pipeline stage, and the customer validates the stage order. We create Contact custom fields and Opportunity custom fields based on the scoping decision, ensuring the correct field type is assigned to each data point. Tags are pre-created in GoHighLevel so that the import phase can assign them directly rather than creating duplicates.
Test migration with sample data

Because CRM.io has no free trial and no sandbox environment, we run a test migration using a representative 50-100 record sample from the customer's live data. This tests the mapping logic, validates relationship reconstruction, confirms tag assignment, and surfaces any GoHighLevel validation rules that may block imports. We present the test output to the customer for reconciliation before running the full production load.
Production migration in dependency order

We run production migration in record-dependency order: Companies (from CRM.io Accounts), Contacts (with Company association resolved), Leads (routed to Contact or Opportunity per the scoping rule), Opportunities (with Pipeline stage and Owner resolved), Activities (reconstructed by date and subject matching), and Tags (applied as a post-process). Each phase emits a row-count reconciliation report. Owner reconciliation queues are resolved by the customer between phases when missing Users are identified.
Cutover, document transfer, and automation handoff

We freeze CRM.io writes during cutover, run a final delta migration for any records modified during the migration window, then enable GoHighLevel as the system of record. Document binary files are transferred via encrypted shared storage or handed off for manual re-upload. We deliver the CRM.io Workflow inventory document to the customer's team for GoHighLevel Automation rebuild. We offer a one-week hypercare window for reconciliation issues. We do not rebuild CRM.io Workflows as GoHighLevel Automations inside the migration scope; that work is documented and handed off.

Platform deep dives

Context on both ends of the pair

CRM.io by 500apps

Source

Strengths

Lowest price point in the SMB CRM market at $14.99/user/month for a full suite of 50 apps.
Simple, straightforward CRM with lead, contact, account, and deal management in a single interface.
Cloud-based with mobile browser support and accessible from any device.
Supports multiple languages for European SMBs.
Includes basic sales automation, document management, and call management without add-ons.

Weaknesses

No public API — integrations and automated data pipelines are not possible.
No customization — custom fields, custom objects, and workflow customization are unavailable.
Entire 500apps platform is in active 90-day wind-down with transition to 500agents.
Review ecosystem heavily incentivized, making independent quality assessment difficult.
No free trial confirmed by multiple sources; pricing page shows opaque billing.

HighLevel

Destination

Strengths

Consolidates CRM, marketing automation, email, SMS, scheduling, and funnels into one platform at a predictable flat monthly rate.
Supports unlimited contacts and unlimited users on all paid tiers, removing per-record billing anxiety as databases grow.
Offers white-label and sub-account capabilities that let agencies resell access and manage multiple client environments under one billing relationship.
Includes built-in review management, reputation monitoring, and AI agents as native features rather than third-party add-ons.
Exports Contacts and Companies via a scalable async bulk CSV system that handles multi-million-row datasets without blocking the UI.

Weaknesses

The breadth of features creates a steep learning curve; advanced automations and Workflow configuration require significant time investment that smaller teams may not recover.
The platform charges usage-based fees for telecommunications and AI features that are not included in the base subscription, leading to bill surprises.
Recurring user reports on Reddit and G2 describe bugs, errors, and slow support response times that disrupt live marketing and sales operations.
Sub-account architecture, while powerful for agencies, adds migration complexity when identifying which client data lives in which isolated environment.
The platform is designed for agencies and SMBs; larger enterprises requiring deep reporting, custom objects at scale, or complex role-based access may outgrow its capabilities.

	CRM.io by 500apps Source	HighLevel Destination
Strengths	Lowest price point in the SMB CRM market at $14.99/user/month for a full suite of 50 apps. Simple, straightforward CRM with lead, contact, account, and deal management in a single interface. Cloud-based with mobile browser support and accessible from any device. Supports multiple languages for European SMBs. Includes basic sales automation, document management, and call management without add-ons.	Consolidates CRM, marketing automation, email, SMS, scheduling, and funnels into one platform at a predictable flat monthly rate. Supports unlimited contacts and unlimited users on all paid tiers, removing per-record billing anxiety as databases grow. Offers white-label and sub-account capabilities that let agencies resell access and manage multiple client environments under one billing relationship. Includes built-in review management, reputation monitoring, and AI agents as native features rather than third-party add-ons. Exports Contacts and Companies via a scalable async bulk CSV system that handles multi-million-row datasets without blocking the UI.
Weaknesses	No public API — integrations and automated data pipelines are not possible. No customization — custom fields, custom objects, and workflow customization are unavailable. Entire 500apps platform is in active 90-day wind-down with transition to 500agents. Review ecosystem heavily incentivized, making independent quality assessment difficult. No free trial confirmed by multiple sources; pricing page shows opaque billing.	The breadth of features creates a steep learning curve; advanced automations and Workflow configuration require significant time investment that smaller teams may not recover. The platform charges usage-based fees for telecommunications and AI features that are not included in the base subscription, leading to bill surprises. Recurring user reports on Reddit and G2 describe bugs, errors, and slow support response times that disrupt live marketing and sales operations. Sub-account architecture, while powerful for agencies, adds migration complexity when identifying which client data lives in which isolated environment. The platform is designed for agencies and SMBs; larger enterprises requiring deep reporting, custom objects at scale, or complex role-based access may outgrow its capabilities.

Complexity grading

How hard is this migration?

Moderate CRM migration. 1 of 8 objects need a manual workaround.

Overall complexity

Moderate migration

Derived from compatibility, mapping clarity, API constraints, and data volume across CRM.io by 500apps and HighLevel.

Object compatibility
C
1 of 8 objects need a manual workaround.
Field mapping clarity
C
Field mapping is derived from defaults — final spec confirmed during the sample migration.
Timeline complexity
B
8-object category — typical timelines run 2–7 days end-to-end.
API constraints
B
CRM.io by 500apps: Not applicable — no API available.
Data volume sensitivity
B
CRM.io by 500apps doesn't expose a bulk API — REST + parallelization used for high-volume runs.

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Migrate from CRM.io by 500apps to HighLevel

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

CRM.io by 500apps

HighLevel

How CRM.io by 500apps objects map to HighLevel

What specifically takes care here

Six steps for a successful CRM.io by 500apps to HighLevel data migration

Context on both ends of the pair

How hard is this migration?

Estimate your CRM.io by 500apps to HighLevel migration cost

What are you migrating?

Frequently asked questions about CRM.io by 500apps to HighLevel data migrations

Can't find your answer?

Related migrations to explore

Move from CRM.io by 500apps.
Land in HighLevel, intact.

Migrate from CRM.io by 500apps to HighLevel

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

CRM.io by 500apps

HighLevel

How CRM.io by 500apps objects map to HighLevel

What specifically takes care here

Six steps for a successful CRM.io by 500apps to HighLevel data migration

Context on both ends of the pair

How hard is this migration?

Estimate your CRM.io by 500apps to HighLevel migration cost

Frequently asked questions about CRM.io by 500apps to HighLevel data migrations

Can't find your answer?

How long does a CRM.io by 500apps to GoHighLevel migration take?

Do CRM.io Workflows, Email Templates, and Documents migrate to GoHighLevel?

What does a CRM.io to GoHighLevel migration typically cost?

Can we keep our CRM.io data in GoHighLevel while running both platforms in parallel?

GoHighLevel separates Contact custom fields from Opportunity custom fields. How do we decide which goes where?

What happens to our CRM.io Owner (user) records during migration?

Does FlitStack AI migrate CRM.io data to GoHighLevel if we are already on the 500apps wind-down timeline?

We use GoHighLevel Starter tier. Does that affect what we can migrate?

Related migrations to explore

Move from CRM.io by 500apps. Land in HighLevel, intact.

Move from CRM.io by 500apps.
Land in HighLevel, intact.