Migrate from Fans-CRM to Freshsales

Export readiness and discovery

We confirm Fans-CRM export availability during the first engagement call. If Fans-CRM provides a CSV or JSON export of fan records, PPV transactions, subscription tiers, and content posts, we request sample files to validate field completeness. If no export is available, we assess Fans-CRM's built-in reporting views for manual extraction feasibility. We simultaneously audit the target Freshsales account for edition (Sprout/Blossom/Garden/Estate/Forest), existing custom fields, existing custom modules, and user count. The discovery output is a written migration scope document with the confirmed export method, record counts, and Freshsales edition recommendation.

Schema setup in Freshsales

We create the custom modules and custom fields required by the Fans-CRM mapping before any data import begins. This includes the PPV Transactions custom module with fields for amount, fan lookup, content reference, PPV type, and transaction date; the Content Posts custom module with fields for media reference, PPV price, post date, and performance metrics; and custom numeric fields on Contact for engagement scores and subscription tier. Custom modules are created in a Freshsales Sandbox if available, or directly in production with a note that schema changes are reversible. Field types are matched to data types (currency for amounts, date for timestamps, numeric for scores) to enable Freshsales reporting.

Export file parsing and transformation

We parse the Fans-CRM export files (CSV or JSON) into migration-ready format. This step includes splitting the fan export into Contacts with deduplication by email address, resolving subscription tier names to the Freshsales picklist values, aggregating PPV records by fan identifier, and tagging fans with engagement metrics. Any missing data fields identified during parsing are flagged in a transformation report for client review before import. We do not attempt to infer or generate data that is absent from the export.

Test import and reconciliation

We run a test import using a subset of records (typically 500-1,000 fans plus associated PPV records) into the client's Freshsales environment. The client reconciles record counts and spot-checks 25-50 records field by field against the Fans-CRM source. Mapping corrections (field assignments, picklist values, lookup resolutions) are documented and applied before the full production import. This step validates the custom module structure and the fan-to-Contact linkage before committing to the full dataset.

Production migration in dependency order

We run production migration in record-dependency order: Freshsales Users (validated against Fan-CRM team members), Contacts (with custom fields for tier and engagement metrics populated), PPV Transactions custom module (with fan lookup resolved), Content Posts custom module, and Smart Folder/tag data (mapped to Contact custom fields or Topics). Each phase emits a row-count reconciliation report. We use Freshsales REST API for record writes with rate-limit handling and exponential backoff for large record sets.

Cutover, validation, and rebuild handoff

We deliver a final reconciliation report comparing total records migrated to Fans-CRM source record counts. We deliver a written inventory of Fans-CRM message templates and bulk messaging rules with their structure documented for manual rebuild in Freshsales Workflows. We provide a one-week hypercare window for reconciliation issues raised by the client's team. We do not rebuild Fans-CRM automations as Freshsales Workflows inside migration scope; that is a separate engagement or an internal admin task.