Migrate from EXACT to HighLevel

Exact contacts map directly to HighLevel contacts. HighLevel requires a primary email address on every contact record — contacts without an email in Exact are flagged for manual review before migration. Name, phone, job title, address, and tag fields transfer as-is; Exact's contact-specific custom fields migrate to HighLevel custom fields on the Contact object.

Exact companies map to HighLevel companies with a direct name, domain, industry, and employee-count transfer. Parent-child company hierarchies in Exact map to the HighLevel company hierarchy field — circular references (a company that is its own parent) are flagged and collapsed to a flat structure with the circular link preserved as a custom text field.

Exact pipeline deals migrate to HighLevel Opportunities. Each Exact pipeline becomes a separate HighLevel pipeline board. Stage names are mapped value-by-value; Exact stage-probability values are stored as a custom decimal field in HighLevel since HighLevel's native Opportunity model does not carry probability on every stage.

Stage names require explicit value mapping because Exact pipeline stage labels (e.g., 'Consultation Booked', 'Treatment Plan Sent') have no automatic HighLevel equivalent. We generate a mapping table during the audit phase and apply it to all Opportunity records before insertion. Stages with no mapping are assigned to a configurable 'Unmapped — Review Required' destination stage.

Exact logged activities (calls, emails, appointments, notes) map to HighLevel Tasks. HighLevel distinguishes task types by a 'Type' pick-list field — we map Exact's activity type to the matching HighLevel Type value. The original activity timestamp and assigned user (owner) transfer as-is, with owner resolution by email match against HighLevel users.

Any Exact contact property with no HighLevel native equivalent — for example, Exact fields storing a patient's referring dentist, insurance carrier, or recall frequency — is created as a HighLevel custom field on the Contact object before migration begins. Field type is inferred from Exact's data type: text, number, date, pick-list, or checkbox map to the matching HighLevel field type.

Exact company-level custom properties (e.g., office location code, primary service line, accreditation status) migrate to HighLevel company custom fields. Same creation-before-migration approach as contact-level custom fields. Multi-select pick-list values from Exact are stored as comma-separated text in HighLevel unless a custom multi-select field is available in the target account's plan.

Exact file attachments on contacts, companies, or deals are downloaded and re-uploaded to HighLevel's document storage. HighLevel's file size limit is applied per upload — files exceeding the limit are flagged and delivered as downloadable links stored in a custom text field. Inline images embedded in Exact notes are extracted and hosted separately.

Exact users are matched to HighLevel users by email address. Any Exact owner whose email does not correspond to an active HighLevel user is flagged before migration — the team either creates the HighLevel user first or assigns those records to a designated fallback user. No record lands in HighLevel without a valid OwnerId.

Exact workflow rules, sequences, triggers, and task-automation logic do not migrate. They are tightly coupled to Exact's event model and have no HighLevel equivalent. FlitStack AI exports the full Exact workflow definition as a structured JSON document and a plain-English rebuild guide for the HighLevel admin to reconstruct in HighLevel's Workflow Builder.

Exact email templates, sequence content, and SMS templates are not transferable. They reference Exact merge fields and Exact-specific content blocks. We export them as HTML/text blobs with merge-field annotations for a HighLevel admin to recreate as HighLevel email templates using HighLevel's merge-field syntax.