Migrate from HaystackCRM to Freshsales

Discovery and data scoping

We audit the source HaystackCRM account to capture record counts by object type (Contacts, Companies, Opportunities, Tasks, Events), assess data quality (duplicate emails, incomplete address fields, missing owner assignments), review the full tag taxonomy for segmentation depth, identify any Teams with role assignments, and confirm whether the account is on the Free or Pro tier. If the account is on the Free tier with record counts approaching 2,500, we flag the cap risk and require a Pro upgrade before migration scoping proceeds. We also capture the email integration setup to identify which accounts hold critical conversation history that should be exported before migration.

CSV export sequencing and relationship mapping

We extract data from HaystackCRM using the built-in spreadsheet export per object type, running each export (Contacts, Companies, Opportunities, Tasks, Events) sequentially. We capture the raw ID fields from each export to reconstruct the parent-child relationships — specifically, which Contacts are linked to which Companies and which Opportunities are linked to which Contacts and Companies. We document the relationship graph before any transformation so that relationship integrity is verifiable at reconciliation. We also export the user roster by email for Freshsales User matching.

Freshsales schema setup and field mapping design

We configure the Freshsales destination account before any data import. This includes creating custom fields required to carry HaystackCRM source data (hs_source_type__c, hs_original_temperature__c, hs_company_id__c), mapping HaystackCRM Opportunity stage names to Freshsales Deal Stage values, designing the Lead versus Contact split rule based on the qualification criteria defined during discovery, and setting up the Freshsales User accounts for each HaystackCRM user by email provisioning. We configure this in a Freshsales sandbox or a cloned account first to avoid polluting production data during mapping validation.

Data cleansing and dedupe pass

We run a pre-import data quality pass on the exported CSV files. This includes standardizing phone number formats, email address validation, address field normalization, and a dedupe pass by email address that flags duplicate Contact records. We resolve the Lead-Contact split logic on the Contact export using the qualification rule (Opportunity linkage, temperature priority, or tag pattern) defined during scoping. We transform each record to match the Freshsales field schema and write the mapped records to import-ready CSV files organized by object type in dependency order.

Sandbox validation import

We run a full import into a Freshsales sandbox or staging account using the import-ready CSV files, in dependency order: Accounts (from Companies), then Contacts (with AccountId resolved from the Account import), then Deals (with AccountId and OwnerId resolved), then Tasks (with Contact or Deal lookup resolved), then Meetings (with datetime and location preserved). At each phase we emit a row-count reconciliation report comparing the import count to the scoped count and flag any discrepancy above the agreed tolerance (typically 2%). The customer's admin reviews a random sample of 25-50 records in Freshsales against the source HaystackCRM records and signs off before production migration.

Production cutover and go-live

We freeze writes to HaystackCRM during the cutover window and run a final delta import capturing any records modified during the migration process. We execute the production import in the same dependency order used in sandbox validation. We verify record counts across all object types, confirm relationship integrity (Contacts linked to Accounts, Deals linked to Accounts and Contacts), and confirm Owner assignment for every record. We deliver a migration completion report with record counts, mapping summary, any unresolved duplicates, and a list of records that require post-migration admin action. We support a 48-hour hypercare window for critical reconciliation issues.