Migrate from Hellotracks to HighLevel

Hellotracks Members (field workers) map to HighLevel Contacts. Members have name, email, phone, and worker metadata but no native contact-company relationship. We resolve by email match against HighLevel users or create as new Contacts with worker-specific custom fields for role, team, and device ID.

Hellotracks Jobs map differently depending on type. Dispatch jobs (one-off tasks) become HighLevel Tasks assigned to the Contact representing the worker. Billable or recurring jobs that represent revenue-bearing work become Opportunities in a Pipeline with stage mapping. Jobs with extra_number_$key/val and extra_text_$key/val custom fields migrate as custom fields on the target object.

Hellotracks Places are geofenced locations with address, radius, color, contact details, and custom fields. HighLevel has no native geofencing, so Places with high business value (customer sites, warehouses) migrate as a Custom Object with address, geofence_radius__c, and linked Contact. Low-volume places store address as a custom field on the related Contact.

Hellotracks Trip records include route geometry, start/end timestamps, distance, speed chart, and trip quality rating. HighLevel has no route or mileage object. We create a Trips__c custom object with start_time__c, end_time__c, distance_miles__c, trip_quality__c, and a link to the Member's Contact record.

Hellotracks waypoints are GPS points along a route with speed metadata at 20-second intervals. HighLevel cannot store this geometry natively. Waypoints are summarized as start_location__c and end_location__c (coordinates or address strings) with average_speed__c and max_speed__c custom fields on the Trip record. Full route polyline stored as a JSON text field for reference.

Hellotracks stops record arrival_time, departure_time, and total time on site at a Place or Job. These migrate as stop_count__c, total_stop_duration_minutes__c, and last_stop_location__c on the Trip record, or as task completion notes on the mapped Job-to-Task record. They also preserve arrival timestamps for downstream analysis and compliance reporting.

Hellotracks alerts are triggered events (speed violations, geofence breaches, worker SOS). HighLevel has no native alert object. We create an Alerts__c custom object with alert_type__c (picklist: SPEED, GEOFENCE, SOS, LOW_BATTERY), triggered_at__c, and linked Contact. Alert history is preserved for audit purposes.

Hellotracks timesheet data (clock-in/out times, total hours worked per period) has no HighLevel equivalent. We store period_start__c, period_end__c, total_hours__c, and overtime_hours__c as custom fields on the Contact representing the worker. For detailed timesheet history, a Timesheets__c custom object is created.

Hellotracks mileage reports are linked to Trip records. distance_miles__c on the Trip object is a direct field-level map from Hellotracks' mileage report output. This allows HighLevel Contacts to see route distances for reimbursement or billing without a separate export. The mileage field also supports automated mileage logging for field workers.

Hellotracks forms attached to Jobs have extra_number_$key/val and extra_text_$key/val fields with JSON metadata (extra_number_types, extra_text_types) describing bool, decimal, number, or text types. These are read from customFields array and mapped to HighLevel custom fields with matching types. Field labels (extra_number_$_key) are read-only per Hellotracks API docs — preserved as custom field display names.

Hellotracks teams group workers for dispatch and reporting. HighLevel has no native team concept for workers. Teams migrate as Tags on Contact records (e.g., tag: 'Field Team A') or as a team_name__c custom field. HighLevel's opportunity team sharing is not applicable since Hellotracks teams are operational, not CRM-based.

If Hellotracks has custom objects beyond standard Jobs/Members/Places, HighLevel's Custom Objects API supports 1:1 mapping with custom field translation. N:N relationships in Hellotracks requiring junction objects are flagged and resolved with junction tables in HighLevel. We also validate field data types during mapping to prevent import errors and maintain referential integrity.