Migrate from Flexie to Pipedrive

Flexie Worker records map to Pipedrive Person. We extract first_name, last_name, email, phone, employment_status, and availability windows during discovery. Employment status becomes a custom picklist field on Person. Availability windows do not have a native Pipedrive equivalent and require either custom fields or a manual reference document. Custom properties on Worker migrate as custom fields on Person with type mapping (text, number, date, picklist) assigned at scoping time based on Pipedrive field type constraints.

Flexie Venue records map to Pipedrive Organization. The venue name becomes the Organization name, address fields map to standard address fields, and location-specific operational settings map to custom fields on Organization. Multi-location operations where a single Flexie Venue has a parent franchise or region may require a flattening decision during scoping: we either create separate Organizations per venue or consolidate under a parent Organization with address differentiation.

Flexie Shift records do not have a direct Pipedrive equivalent because Pipedrive is not a scheduling platform. During scoping we present three options: map shifts to Tasks with a shift_date custom field and a note referencing the original worker and venue; map shifts to Events with start and end times set to the shift window; or skip shift records and preserve only the Shift Assignment junction. The customer chooses the strategy before migration begins. Open shifts (unfilled at migration time) require a decision on whether they import as open Pipedrive activities or remain in a reference export.

The Worker-to-Shift junction record in Flexie represents a confirmed or tentative shift acceptance. Because shifts map to Activities in Pipedrive, the assignment relationship maps as a note or custom field on the corresponding Activity record rather than a standalone junction object. We extract assignment_status (confirmed, tentative, open), acceptance_timestamp, and worker notes, and attach these as fields on the Pipedrive Activity or as a note linked to both the Person and the Activity.

Flexie maintains its own Contact object alongside Workers for non-staff contact records (suppliers, clients, hiring managers). These map directly to Pipedrive Person records. The Flexie Contact object has its own custom property set distinct from Worker custom fields; we map these to Pipedrive Person custom fields using the same field-type mapping process used for Workers.

Flexie Deals and Sales records map to Pipedrive Deal with the deal name, value, stage, owner, and expected_close_date transferring directly. Flexie deal stage names map to Pipedrive pipeline stage names; we configure the Pipedrive pipeline stages to match the Flexie stage labels during schema setup. If Flexie uses a custom deal object tied to a Venue, the venue context becomes a custom field on the Pipedrive Deal.

Flexie Entity Forms serve as both data entry points and workflow triggers. They are platform-native and do not have a direct Pipedrive equivalent. Pipedrive uses standard data entry through Person, Organization, and Deal record creation and supports webhook-based form integrations (Typeform, Google Forms, HubSpot Forms) as replacements. We document every Entity Form definition, its submission fields, and its active workflows for the customer to rebuild in Pipedrive or a connected form tool.

Every Flexie custom property on Worker, Venue, Contact, Shift, or Deal maps to a Pipedrive custom field. We assign Pipedrive field types (text, varchar, int, double, date, enum, set) based on the Flexie field type discovered during API schema extraction. Flexie picklist fields with values exceeding Pipedrive's 100-character limit per value are flagged during scoping and resolved by truncating or splitting into multiple fields with customer approval. Custom properties without a clear Pipedrive equivalent are documented in the mapping workbook with a recommended resolution.

Flexie Documents attached to Workers, Venues, or Shifts migrate as file URL references and metadata. Pipedrive supports attachments on Person, Organization, Deal, and Activity records, but file hosting transfer (moving the actual files to a new storage location) is outside scope. We document the original file URLs and provide a file migration checklist for the customer to move actual file storage separately. Document metadata (filename, upload date, attached object type) migrates to a custom Pipedrive field for reference.

Flexie Workflows built from Entity Form triggers and action sequences cannot be exported as automation code. We deliver a written Workflow Inventory documenting every active Flexie workflow: its name, trigger type, conditions, actions, and recommended Pipedrive Automation or Power Automate equivalent. This document serves as the implementation brief for the customer's admin to rebuild workflows post-migration. We do not rebuild workflows inside the migration scope.

Flexie Owner references on Worker, Venue, Contact, and Deal records map to Pipedrive User by email match. We extract the distinct owner list during discovery and match against the provisioned Pipedrive Users before record import. Any Flexie Owner without a matching Pipedrive User enters a reconciliation queue for the customer's admin to provision before the migration continues.