Migrate from Field Squared to HighLevel

Field Squared Documents are the primary container for work orders and service records. Each Document type maps to either a Contact custom field (for client-facing data) or a HighLevel custom object (for structured work-order data). We create the custom object schema in HighLevel before migration and use the Document's ExternalId field to maintain traceability.

Inspection records with structured checklists, photo attachments, and GPS stamps map to a HighLevel custom object named ServiceInspection. Each checklist item becomes a custom field; photos re-upload to HighLevel's file storage with GPS coordinates preserved in text fields. HighLevel has no native inspection object, so the schema is custom-built before data lands.

Service contracts in Field Squared include client information, coverage terms, and asset lists. We merge the client portion into the Company record (address, contract start/end dates as custom fields) and the asset roster into a custom object named ServiceContract with a lookup relationship to the Company.

Field Squared Tasks (scheduled jobs, dispatch items) map to HighLevel Tasks with the original ScheduledStart, ScheduledEnd, Status, TaskType, and Description preserved. Tasks linked to specific Documents carry the Document ID as a custom field for cross-referencing in HighLevel. Time-sensitive tasks may also seed a HighLevel Workflow trigger for follow-up automation.

Field Squared's 30+ custom field types (text, number, date, picklist, multi-select, checkbox, media, signature, barcode, GPS, etc.) each require type-aware mapping to HighLevel custom fields. Picklist and multi-select fields become HighLevel custom drop-down fields with values mapped one-by-one. GPS coordinates become text fields storing latitude/longitude strings.

File attachments on Field Squared Documents (photos, signed forms, PDF invoices) are downloaded and re-uploaded to HighLevel's file storage. Each file is linked to the target Contact or custom object record. HighLevel's 25MB per-file limit applies; files exceeding this are flagged for manual handling before migration.

Field Squared organizational records representing franchisees, corporate entities, and sub-organizations map directly to HighLevel Companies. Core fields including organization name, primary address, phone number, and primary contact information translate with direct field mapping. Organization-level permissions, franchisee access controls, and corporate visibility settings do not transfer—HighLevel sub-account permissions require separate manual configuration after migration completes.

Field Squared users are matched to HighLevel users by email address. Unmatched owners are flagged before migration and assigned to a fallback owner. Technicians without HighLevel accounts become Team Members at the appropriate permission level. Original owner history is preserved as a custom field on each record.

Field Squared inventory records (parts, equipment, consumables) require a HighLevel custom object named InventoryItem. Fields include name, SKU, quantity on hand, reorder threshold, and supplier. Inventory linked to work orders carries the InventoryItem ID as a lookup field. HighLevel's inventory management is limited to workflow-driven tracking, not native stock management.

Field Squared workflow configurations (dispatch rules, escalation triggers, notification chains) have no direct equivalent in HighLevel. They cannot migrate. We export the workflow definitions as a structured reference document so your HighLevel admin can rebuild them in the Workflow Builder. Workflows tied to specific Document types are noted with their triggering conditions for accurate rebuild.

Field Squared captures GPS coordinates on tasks, documents, and technician check-ins. These store as latitude/longitude text fields in HighLevel (e.g., '39.7392, -104.9903'). Location-based triggers (geofencing, proximity alerts) must be rebuilt using HighLevel Workflows with custom logic or a third-party integration like Zapier.

Invoice records and billing history from Field Squared attach to the relevant Contact and Company records. Invoice number, amount, status, and date become custom fields on the Contact. Full invoice detail (line items, payments) may require a separate invoicing tool in HighLevel or integration with QuickBooks, Stripe, or another billing platform.