Migrate from Hellotracks to Microsoft Dynamics 365 Sales

Hellotracks Workers are split: field staff who perform jobs become Dynamics 365 Sales SystemUser records (with corresponding Contact for their own company profile). If Workers represent customer contacts at service sites, they map to Contact. Email address used as matching key against existing Dynamics users.

Hellotracks Jobs map to Dynamics Task records. Job title becomes Task Subject, description maps to Task Description, scheduled date maps to ScheduledStart, and completion timestamp maps to ActualEnd. Job status (pending/active/completed/issue) mapped to Task State and StatusReason values. Worker assignment maps to Task OwningUser.

For operations requiring rich job metadata beyond what Task supports, FlitStack creates a custom FieldWork Dataverse table (custom_fieldwork) keyed by Job ID. This captures job_type, customer_site reference, form_submission data, and customFields array as structured columns rather than flattened text. Structured columns enable filtering, sorting, and reporting on specific metadata attributes directly within Dynamics views without parsing JSON strings, improving query performance and user experience.

Hellotracks Places map to Dynamics Account records. Place name becomes Account Name, address components map to Address fields. Geofence radius and Place color are preserved as custom fields (Geofence_Radius_m__c, Place_Color__c). Multiple Places linked to the same customer site collapse to one Account with Place records held as related entities.

When a Job references a Place, the Place's Account record is linked to the Job's Task via the RegardingObjectId lookup. Dynamics Account Address fields carry the geofenced service location so field staff see the correct site in the Dynamics mobile app.

Hellotracks GPS Tracks (waypoints with speed, timestamp, and trip quality) are written as Dynamics Note records with the Track ID as the title. The Note body contains a JSON payload with waypoints array: [{lat, lng, speed, timestamp}]. A custom entity (GPS_Track__c) stores structured track metadata for Power BI visualization.

Hellotracks Trips (complete route from start to finish, including stops and distance) are preserved as a custom Trip__c Dataverse table with fields for start_time, end_time, total_distance_km, stop_count, and route_polyline. Trip status (active/completed) mapped to a status pick-list. Route summary Note attached for reference.

Hellotracks Alerts (geofence breaches, speeding, unplanned stops) map to a custom Alert__c Dataverse table. Fields include Alert_Type__c (geofence/speeding/unplanned_stop), Triggered_At__c, WorkerId__c (lookup to SystemUser), PlaceId__c (lookup to Account), and GPS_Location__c. Alert rules themselves do not migrate and must be rebuilt in Power Automate.

Hellotracks form submission data (collected at job sites via attached forms) is exported as JSON and either attached as Note records to the related Job/Task or loaded into a custom FormSubmission__c entity with key-value fields. The original form layout is not preserved — only field labels and submitted values.

Hellotracks report outputs (Timesheet, Mileage, Alert summaries) do not have direct Dynamics equivalents. FlitStack exports report data as CSV and delivers a rebuild reference mapping Hellotracks column names to corresponding Dynamics fields and Power BI dataset columns. Your team rebuilds reports in Dynamics / Power BI.

Hellotracks customFields arrays on Jobs and Places are parsed and mapped to corresponding custom fields on the target Dynamics entity. The custom field schema is pre-created in Dynamics before migration runs. Field data type inferred from Hellotracks value (string → Text, number → Number, boolean → Two Options).