Migrate from Hellotracks to Pipedrive

Hellotracks workers (field staff) migrate to Pipedrive Persons — name, email, phone, address, and profile photo transfer directly. Worker ID is preserved as a custom field (Source_Worker_ID__c) for traceability. A Hellotracks worker is a Pipedrive user only if they also log into Pipedrive — non-user workers become Persons only.

Hellotracks job ownership by worker maps to Pipedrive Person OwnerId via email match. If a worker's email matches an existing Pipedrive user, that user becomes the Person owner. Unmatched workers are flagged before migration — your admin assigns a fallback owner or creates Pipedrive users first.

Hellotracks Jobs are the core migration object — each job becomes a Pipedrive Deal. Job title maps to Deal title, job status (pending, active, completed, issue) maps to Pipedrive stage values via value_mapping. Pipedrive pipelines must be pre-created so Deal StageName values resolve correctly. Multiple Hellotracks job statuses may map to the same Pipedrive stage — FlitStack surfaces this in the mapping plan.

Hellotracks custom fields on Jobs (custom_$ key-value, extra_number_$, extra_text_$) migrate as Pipedrive Deal custom fields. Pipedrive custom fields on Deals use the API endpoint POST /dealFields with a hash key — FlitStack creates these automatically before data lands. Form field labels from Hellotracks' inputFormConfig are preserved as field names. Boolean and decimal types from extra_number_types metadata map to Pipedrive field types (bool → checkbox, decimal → numeric).

Hellotracks Places (geofenced customer sites, warehouses, offices) map to Pipedrive Organizations — name, address, and radius preserved. The Place's linked contact information becomes the Organization's primary Person. A Place's custom fields (if configured) migrate as Organization custom fields via POST /organizationFields.

Hellotracks links Jobs to Places natively. Pipedrive links Deals to Organizations via the Deal's Person (who belongs to an Organization). We resolve the chain: Hellotracks Job → assigned Worker → Worker's customer Person → Organization. If the Place is a customer site without a Person link, we create an Organization from the Place and attach it as a loose association.

Hellotracks trip records (route, stops, duration, mileage, start/end timestamps) migrate as Pipedrive Notes attached to the associated Deal. Trip summary data is stored as text in the Note body. Pipedrive's Note object (not legacy Task/Event for this use case) preserves the free-form trip log. The original trip_create_date and trip_update_date are stored as custom fields on the Note for reporting continuity.

Hellotracks alert records (speed violations, geofence breaches, check-in failures) migrate as Pipedrive Tasks with Type='alert' and priority set from alert severity. Alert details and timestamps are preserved in the Task subject and description. Alert records link to the originating Worker and Place if association data is available in the Hellotracks export.

Hellotracks form submissions attached to Jobs migrate as Notes on the corresponding Pipedrive Deal. The form's submitted field values are flattened into the Note body as structured text. Attached files from form submissions (photos, signatures) are re-uploaded to Pipedrive Files and linked to the Note.

Hellotracks timesheet data (clock-ins, clock-outs, hours worked per worker) has no native Pipedrive equivalent — Pipedrive is not a time-tracking tool. We preserve timesheet summaries as custom fields on the Worker-as-Person record (e.g., Total_Hours_Logged__c). For teams needing continued time tracking, we recommend integrating a dedicated tool post-migration.

Hellotracks GPS track data (waypoints, speed readings, elevation) cannot be rendered in Pipedrive's interface. We export the raw track data as a structured JSON blob stored in a Pipedrive custom long-text field (Track_Data_JSON__c) on the Person record. This preserves the data for external reporting tools — it is not usable within Pipedrive natively.

Hellotracks route configurations (optimized daily routes, sequence of job stops) have no Pipedrive equivalent. Route data is exported as a reference JSON file for manual process documentation. Pipedrive's manual deal ordering and drag-and-drop pipeline do not replicate route optimization — this workflow must be rebuilt using Pipedrive automations or a dedicated routing add-on.