Migrate from Dispatch to HighLevel

Dispatch customers map 1:1 to HighLevel Contacts. We extract the customer name, primary email address, phone number, and primary location address from Dispatch and populate the corresponding fields in the HighLevel contact record. Any customer record that lacks an email address receives a placeholder entry and gets flagged for manual completion within the HighLevel dashboard after migration is complete.

Each Dispatch Job is transformed into a HighLevel Opportunity. We create a dedicated pipeline in HighLevel (commonly named 'Dispatch Jobs') whose stage values are mapped directly from Dispatch job status values including Scheduled, In Progress, Completed, and Cancelled. The Opportunity name defaults to the Dispatch job number or job description for straightforward identification within the HighLevel pipeline view.

Dispatch job status values are mapped to HighLevel pipeline stage names on a value-by-value basis. We capture the original status-change timestamps from Dispatch as custom datetime fields on the corresponding HighLevel Opportunity record so that stage transition history is preserved for reporting continuity and audit purposes.

HighLevel does not have a native job-priority equivalent field. We create a Priority__c pick-list field on the Opportunity object and map Dispatch priority values (Low, Medium, High, and Urgent) to the corresponding pick-list options, ensuring that priority information is accessible for filtering and reporting in HighLevel.

Dispatch field workers may be mapped to HighLevel User records if they require login access to HighLevel, or alternatively to Contact records with a custom assigned_worker__c field if they are referenced in job assignments but do not need direct HighLevel access. We match field workers by their email address where available to ensure accurate assignment mapping.

Dispatch job site addresses are mapped to custom address fields on either the Contact or Opportunity record. We split the full address into discrete components including street address, city, state, and postal code to maintain compatibility with HighLevel's structured address format and to enable Google Maps integration for location-based features.

Dispatch job notes and internal comments are migrated as custom long-text area fields on the corresponding Opportunity record in HighLevel. For multi-line or structured notes that contain formatting, we preserve the original formatting structure and attach them as Opportunity Notes that can be viewed in the activity timeline.

Files and attachments associated with Dispatch jobs are re-uploaded to the corresponding HighLevel Opportunity record as native Files. HighLevel's file size limit of 25MB per file applies to all migrated attachments; any files exceeding this limit are flagged during the pre-migration audit for alternative storage solutions before the migration run begins.

Dispatch job tags and categories are migrated as native HighLevel Tags applied to the associated Contact and Opportunity records. Tags are fully preserved throughout the migration to maintain segmentation capabilities and to enable workflow triggers based on tag criteria in the HighLevel platform.

Dispatch extended properties defined as custom fields on jobs or customer records are mapped to corresponding HighLevel custom fields on the appropriate object (Contact or Opportunity). Our field type mapping handles text, number, date, and pick-list data types correctly. Complex pick-list fields require value-by-value mapping configuration in HighLevel before the migration run can proceed.

Dispatch users assigned as owners to jobs are resolved by matching their email address to existing HighLevel User records. Any unmatched owners are flagged during the pre-migration audit phase. Your team must either invite those users to HighLevel before migration or assign them to a fallback owner to prevent orphaned Opportunity assignments after the full migration run completes.

Dispatch job activity history including status changes, assignment modifications, and other timeline events is migrated as Tasks attached to the corresponding Opportunity in HighLevel. Original timestamps and the original owner are preserved for each activity record to maintain full audit trail continuity in the destination system.