Migrate from Hellotracks to Freshsales

Hellotracks Members (field workers) map directly to Freshsales Users. Email is the match key. If a Member email matches a Freshsales user, their Hellotracks job assignments become Deal ownership in Freshsales. Unmatched Members are flagged before migration so your team can invite them to Freshsales first.

Hellotracks Jobs are the core record and map to Freshsales Deals. Job status in Hellotracks (Pending, In Progress, Completed, Cancelled) maps to Freshsales Deal stage values via value_mapping. Original job creation date and completion timestamp are preserved as custom datetime fields in Freshsales.

Hellotracks Places (geofenced locations with name, address, radius, and contact details) map to Freshsales Accounts. The Place address becomes Account billing/shipping address. Place custom fields migrate as Account custom fields. Multiple Places per Job are linked via Account-Contact relationships in Freshsales.

The Hellotracks Worker assigned to a Job resolves by email match to a Freshsales User. OwnerId is then set on the migrated Deal. If no Freshsales User matches the Hellotracks Worker email, the Deal is assigned to a fallback owner and flagged for reassignment review before go-live.

Hellotracks Jobs with attached forms (custom field collections) require Freshsales Deal custom fields created for each form field. We create custom fields in Freshsales matching Hellotracks extra_number_$ and extra_text_$ labels and types. Form field metadata (required, input type) is noted for Freshsales validation rule recreation.

Hellotracks Trips (GPS tracks with start/end, distance, duration, and waypoints) map to Freshsales Sales Activities. Each Trip becomes a Task or Event with a custom field storing the trip geometry as JSON. Trip quality score (Hellotracks' GPS trace reliability indicator) migrates as a custom number field on the activity.

Individual waypoints (GPS points along a trip, each with timestamp, speed, and coordinates) are too granular for Freshsales native objects. We store waypoint arrays as a custom long-text field on the corresponding Sales Activity, preserving latitude, longitude, speed, and timestamp per point for audit purposes.

Hellotracks Alert records (geofence violations, speed alerts, worker check-in reminders) map to Freshsales Tasks. Alert type becomes the Task subject, alert timestamp becomes Task due date, and the associated Worker and Job are linked via TaskWhoId and TaskWhatId lookups. Alert priority and resolution status migrate as custom fields on the Task, preserving the original alert context for follow-up and audit trails.

Hellotracks timesheet entries (clock-in, clock-out, hours worked per day) migrate as Freshsales Tasks with custom date/datetime fields storing clock-in and clock-out times. Timesheet data is linked to the Worker (User) and optionally to the Job (Deal) they worked on that day.

Hellotracks mileage report records (trip distance, vehicle, purpose) migrate as custom number and text fields on the associated Deal in Freshsales. This preserves reimbursement-relevant data on the deal the trip supported, keeping field data accessible to the sales team. We also capture start and end odometer readings as separate custom fields to allow independent distance verification if Hellotracks distance calculations need validation, and optionally link the mileage record back to the originating Trip activity for a complete trip audit trail.

Hellotracks job statuses (Pending, In Progress, Paused, Completed, Cancelled) require explicit value-by-value mapping to Freshsales Deal Stage values. We use a mapping table agreed with your team before migration. Completed jobs become Closed Won; Cancelled jobs become Closed Lost; others map to open pipeline stages.

Hellotracks recurring routes (scheduled dispatch patterns) have no native Freshsales equivalent. We export recurring route definitions as a structured reference document for your Freshsales admin to rebuild using Freshsales Advanced Workflows or Sales Sequences. Route frequency, assigned workers, and target places are all captured in the export.

Hellotracks Job Templates (predefined job structures with default fields and form attachments) do not migrate. Template definitions are exported as a reference document listing template name, default field values, and linked form fields. Your Freshsales admin recreates these as Freshsales Deal Templates or workflow-triggered deal creation rules.

Hellotracks file attachments on Jobs (photos, signatures, completed forms) re-upload to Freshsales Files linked to the corresponding Deal record. Files are downloaded from Hellotracks and re-uploaded via Freshsales API. File size limits (25MB per file in Freshsales) are respected during migration.

Hellotracks automations (dispatch triggers, notification rules, form-to-job routing, geofence alerts, SLA timers) are platform-locked and do not export. We deliver a machine-readable export of automation definitions (trigger types, conditions, actions) as a rebuild reference for Freshsales Workflows or Advanced Workflows. Your admin uses this to recreate routing and notification logic post-migration.