Migrate from Hellotracks to monday CRM

Hellotracks workers (members) map directly to Monday CRM contacts. Worker properties — name, email, phone, device type — become standard contact fields. Active workers migrate as contacts; inactive workers can be migrated as archived contacts or excluded based on a date filter. Owner resolution by email match against Monday CRM users assigns the Contact's user association.

Hellotracks places (customer sites, warehouses, offices) with geofence radius and address map to Monday CRM organizations. The place name becomes the organization name, address maps to the Monday CRM Location column, and geofence radius is stored as a custom number column (Geofence_Radius__meters). Places with linked contacts migrate with the contact association preserved as a link on the organization record.

Hellotracks jobs map to Monday CRM items on a Deals or Field Operations board. Job title becomes the item name, job status maps to a Monday Status column, scheduled date maps to a Date column, and worker assignment links to the Monday CRM contact created from the worker record. Custom fields (extra_number, extra_text) become named columns on the board created during schema setup.

Hellotracks GPS tracks cannot map to a single Monday column because a track contains an ordered array of waypoints. Each waypoint migrates as a subitem on the related Job item with number columns for latitude, longitude, speed, and a datetime column for the waypoint timestamp. Trip quality score, total mileage, and total duration are stored as number/date columns on the parent item for summary reporting.

Hellotracks stops at Places or Jobs (arrival time, departure time, duration, stop type) map to subitems nested under the track subitem. Monday CRM supports nested subitems to two levels, which covers the stop-to-waypoint hierarchy. Stop type (scheduled, unscheduled) is stored as a Status column on the stop subitem.

Hellotracks mileage report records contain total_distance_km or total_distance_miles per worker per date. This maps to a number column (Mileage_km__c) on the related job item in Monday CRM. If multiple mileage records exist per job, they sum to a single column value. Mileage data can alternatively be stored on a separate Mileage board linked to the job by a link column.

Hellotracks timesheet data (clock-ins, clock-outs, hours worked per member per date) maps to number columns on the related job item (Hours_Worked__c). FlitStack aggregates timesheet entries by job to populate these columns during migration. If timesheet records span multiple days per job, the sum is stored.

Hellotracks extra_number_$_key/val and extra_text_$_key/val pairs are read from the Job API response. Each unique key becomes a named column on the Monday CRM Deals board — extra_number keys become Number columns, extra_text keys become Text columns, and URL fields (url_$_label/val) become Link columns. FlitStack creates the columns during schema setup and maps values per job during the migration run.

Hellotracks form submissions linked to jobs contain worker-input values collected via input forms configured in Hellotracks. Each submission becomes a subitem on the job item with columns named after the form field labels (extracted from extra_number_types and extra_text_types metadata). Submission timestamp is stored as a Created Date column on the subitem.

Hellotracks alert records (geofence entry/exit, speed violation, low battery) have no direct Monday CRM equivalent. Alerts migrate as a text column (Alert_History__c) on the related job item with a JSON snapshot of the alert record, or as a separate Alerts board linked to jobs by a link column. Alert automation triggers must be rebuilt in Monday's automation center.

Hellotracks tracks worker online/offline status and last-seen timestamps. Monday CRM contacts do not have a native availability status column. FlitStack migrates last-seen timestamps as a datetime column (Last_Seen__c) on the contact and optionally creates a separate Team Status board with items per worker for real-time availability tracking — this board is not migrated but its structure is documented for your admin.