Migrate from EZ Office to HighLevel

Each EZ Office asset record becomes a HighLevel contact with an 'Asset' tag applied at migration time. The barcode or QR identifier stored in EZ Office migrates as a custom text field on the contact. Custody information (current custodian name and last check-out timestamp) migrates as additional custom fields on the contact record. Asset records without a custodian email are tagged as 'Unassigned Asset' and held for owner resolution before the full run.

EZ Office inventory items are physical or consumable stock units tracked separately from assets. Each item record maps to a HighLevel contact with an 'Inventory Item' tag. Quantity on hand, minimum stock threshold, and reorder point are stored as custom number fields on the contact. Item status (Available, Reserved, Out of Stock) maps as a custom pick-list field in HighLevel.

EZ Office vendor records carry both company-level data (vendor name, website, payment terms) and contact-level data (vendor representative name, email, phone). FlitStack creates a HighLevel Company record for the vendor and optionally links a Contact record for the primary vendor representative. PO number format and payment terms are preserved as custom fields on the Company record. Secondary vendor contacts are added as additional contacts linked to the same Company.

Single-level EZ Office locations (site name only) map directly to the address fields on the relevant HighLevel contact or company. Multi-level locations (Building > Floor > Room hierarchy) require a custom Location object in HighLevel, with each level stored as a separate custom text field and parent-child relationships established via custom lookup fields. Customers choose whether to tag contacts with their primary location via HighLevel's tag system or link them via the custom Location object.

EZ Office users who should have HighLevel access are resolved by email match — each unique email in the source user list is matched against HighLevel user accounts. Unmatched users are flagged before migration so the team can create HighLevel accounts or decide on a fallback owner for records belonging to users who will not be onboarded to HighLevel. Permissions are not migrated — HighLevel roles and sub-account assignments are a destination-side configuration step.

EZ Office document records include a title, URL or file reference, and upload timestamp. For documents stored as file attachments in EZ Office, FlitStack downloads the file and re-uploads it to HighLevel's Files storage, then attaches it to the relevant contact or company record via a Note. Document titles and descriptions become the Note body or a custom text field on the attachment record.

EZ Office custom fields defined on the Asset object are mapped to HighLevel custom fields on the Contact object. Field type mapping follows a type-aware rule: text fields map to text, numeric fields to number, date fields to date, and pick-list fields to pick-list. The custom field name in EZ Office becomes the custom field name in HighLevel. Customers with more than 10 custom fields on a single object may want to review which fields are actively used before migration to avoid field bloat in HighLevel.

EZ Office tracks custody changes through check-in/check-out events with timestamps and custodian names. The most recent custodian and check-out timestamp migrate as custom fields on the asset-as-contact record. Historical custody events are preserved as a Note on the contact record in chronological order, capturing each custodian name and timestamp so the full custody chain is visible in HighLevel without requiring a separate report.

EZ Office user groups organize users and optionally restrict asset visibility by group. HighLevel has no direct equivalent to user-group-based data isolation. For teams that need data separation by department or client, FlitStack maps groups to either HighLevel sub-accounts (one sub-account per group) or applies a Team Tag to each contact migrated from records belonging to that group. The choice depends on the customer's HighLevel plan — sub-accounts require the Unlimited or SaaS Pro plan.

EZ Office bundles group multiple assets or inventory items into a single package for tracking or assignment. HighLevel has no native bundle concept. FlitStack maps bundles to a custom Bundle custom object with a many-to-many relationship to individual item contacts via junction records. Bundle name, description, and bundle type migrate as fields on the custom object; individual items are linked via the junction relationship.

EZ Office canned reports and custom report definitions are SQL-like query configurations that do not have a direct HighLevel equivalent. Reports are documented in a reference export provided to the customer, listing report name, filters, and column configuration. Rebuilding equivalent views in HighLevel is done by the customer's admin using HighLevel's reporting builder — FlitStack does not rebuild report logic.

EZ Office purchase orders and work orders track procurement and maintenance tasks associated with assets. HighLevel has no native PO or work-order object. These records can be migrated as HighLevel Tasks with a custom reference number stored in a custom field, or as rows in a custom PurchaseOrder or WorkOrder custom object if the customer wants to preserve the full PO structure and line items. The choice is made during the planning phase based on how the customer uses these records post-migration.