Migrate from Gearbox to Freshsales

Gearbox contacts migrate to Freshsales Contacts with direct field mapping. Freshsales Contacts support phone numbers, email addresses, job titles, and custom fields. Owner resolution occurs via email match against Freshsales users before migration commits, and unmatched contacts are flagged for admin review. The original Gearbox created timestamp is preserved in a custom datetime field (Source_Created_Date__c) to retain audit history. Duplicate detection uses email uniqueness.

Gearbox company records map to Freshsales Accounts. Fields like company name, domain, industry, employee count, and annual revenue transfer directly. Because Gearbox permits free-text industry entries, each value is reconciled against Freshsales' pick-list; unmapped values are added as pick-list options or stored in a text field. The original Gearbox created timestamp is retained in Source_Created_Date__c. Phone number, address components, and owner email are mapped to the corresponding Freshsales Account fields.

Gearbox deals map to Freshsales Opportunities. Deal name, amount, stage, and close date transfer directly, while probability and pipeline assignments follow the mapping plan. Gearbox deal owner resolves to Freshsales Opportunity owner via email match; unmatched owners default to a migration admin user. Original timestamps are stored in Source_Created_Date__c and Source_Updated_Date__c. Stage names are matched to Freshsales deal stages, and new stages are created in the target pipeline as needed.

Gearbox tasks migrate to Freshsales Tasks with original create dates stored in custom field Source_Created_Date__c. Task subject, status, priority, due date, and owner transfer directly; status and priority values are mapped to Freshsales pick‑list options, with new options created as needed. Completed tasks retain their original completion timestamp in a custom field for reporting. Owner resolution uses email‑match logic; unmatched owners default to a migration admin.

Gearbox notes migrate to Freshsales Notes attached to the parent Contact, Account, or Opportunity. Rich‑text content is converted to Freshsales' note format, preserving basic formatting while stripping unsupported HTML. The original Gearbox created timestamp is stored in Source_Created_Date__c for audit continuity. Note owners are resolved via email match to Freshsales users, defaulting to the migration admin if no match exists.

All Gearbox custom properties require Freshsales custom fields to be created before migration. We generate a field‑creation plan sorted by object and field type (text, number, pick‑list, date, etc.). Pick‑list values are matched to Freshsales options by exact name; missing values are added as pick‑list options. Multi‑select pick‑lists are converted to Freshsales multi‑select format, preserving selections. Field labels, help text, and required flags are transferred, and default values are recorded.

Gearbox fleet maintenance and contractor records have no direct Freshsales equivalent. They migrate either as Enterprise module (Enterprise) or as JSON‑encoded custom fields on related Account. If module is used, we define module schema in Freshsales, map Gearbox fields to module columns, and load records via the Freshsales API. For JSON approach, Gearbox record serialized into a custom text field to parse. Your admin decides the approach prior migration.

Gearbox email activities are converted to Freshsales Tasks with Type='Email'. The email subject and body are stored in the task title and description. Call logs become Freshsales Calls, capturing duration, outcome, and direction. Both activity types retain the Gearbox owner by email resolution and keep the created timestamp in Source_Created_Date__c for audit continuity. If Gearbox records include a call disposition code, it maps to the Freshsales Call outcome pick‑list.

Gearbox file attachments are downloaded and re‑uploaded to Freshsales as file attachments on the parent Contact, Account, or Opportunity record. Freshsales limits each file to 25 MB; files over this size are flagged for your team to split, store externally, or exclude. Original filenames are preserved in Freshsales' file metadata. Inline images in notes are extracted and re‑uploaded as separate attachments, with note content updated to reference the new image URLs.

Gearbox owner records are resolved to Freshsales Users by email address match. If a Gearbox owner email has no Freshsales user, the record is flagged in a report. Your team can invite the person to Freshsales with a role or reassign the owner to an existing user. Unresolved owners default to a migration admin user to prevent orphaned records. The Freshsales user ID is used as owner reference for records.