Migrate from Hellotracks to Salesforce Sales Cloud

Hellotracks workers are the field staff who execute jobs. They map directly to Salesforce Contacts with first name, last name, email, phone, and job title preserved. Worker status (active/inactive) migrates as a custom Active__c checkbox. Unmatched workers (no email) become Contacts with a legacy-worker flag.

Workers who should log in to Salesforce map to User records by email match. Hellotracks role (Admin, Manager, Worker) maps to Salesforce Profile assignment — your admin confirms the target profile per role before migration. Workers without Salesforce login access remain Contacts only.

Hellotracks Places are geofenced customer sites, warehouses, or office locations. They map to Salesforce Accounts with the Place name as Account Name, address fields preserved, and geofence radius stored as a custom Radius__c number field. Place color tag maps to a custom PlaceColor__c text field.

For organizations that distinguish customer accounts from physical service locations, Hellotracks Places can also populate a custom Location__c object with lat/long coordinates, geofence radius, and a lookup to the primary Account. This is useful when one Account has multiple service sites.

Hellotracks Jobs are work orders assigned to workers at specific places. They map to Salesforce Cases with subject, description, status, priority, and created date. Job ID is stored as Source_Job_ID__c for traceability. Job custom fields (extra_text, extra_number, customFields) map to custom Case fields.

For lightweight job tracking, Hellotracks Jobs also map to Salesforce Tasks with WhoId (Contact/Lead) and WhatId (Case/Account) populated. Task.Subject uses the job title, Task.ActivityDate uses the scheduled date, and Task.Status maps from job progress (pending/active/completed). Each Task preserves the original job creation timestamp for historical reporting continuity.

Hellotracks Trips capture complete GPS journeys — start time, end time, distance, route, and stop count. Salesforce has no native trip object. We create a custom Trip__c object with fields for StartTime__c, EndTime__c, Distance_Miles__c, Worker__c (lookup to Contact), and Status__c.

Hellotracks Waypoints are individual GPS points along a route with latitude, longitude, speed, and timestamp. We create a custom Waypoint__c object with Lat__c, Lng__c, Speed_MPH__c, Recorded_At__c, and Trip__c lookup. Each waypoint links to its parent Trip__c record maintaining the full route chain.

Hellotracks Stops at Place or Job capture arrival time, departure time, and duration. These map to a custom Stop__c object with ArrivalTime__c, DepartureTime__c, Duration_Minutes__c, Type__c (Place/Job), and associated Trip__c and Account lookups preserving all temporal and location relationships.

Hellotracks Alerts are triggered notifications (speed alerts, geofence violations, etc.). They migrate as Salesforce Tasks with Type = 'Alert', Subject containing the alert description, and CreatedDate preserved. Alert metadata (threshold, trigger type) is stored in custom Task fields for audit and compliance.

Hellotracks form submissions on Jobs carry structured field data. We create a custom FormSubmission__c object linked to the parent Job/Case, with dynamic fields for each form field (mapped from extra_text and extra_number keys). Submission timestamp and submitter (worker) are preserved for quality assurance tracking.

Hellotracks timesheet records capture clock-in and clock-out events per worker with precise timestamps. These map to a custom TimesheetEntry__c object with ClockIn__c datetime, ClockOut__c datetime, TotalHours__c, Worker__c lookup, and associated Job__c or Place__c lookups for complete payroll and compliance records.

Hellotracks mileage reports record distance traveled per trip with trip context. Salesforce has no native mileage log. We create a custom MileageLog__c object with Trip__c lookup, Distance_Miles__c, Date__c, Worker__c lookup, and Purpose__c populated from trip comments for accurate expense tracking and tax documentation.

Hellotracks Teams group workers for dispatch and reporting. Salesforce has no direct team object — we map teams to Salesforce Public Groups for sharing, or to Case Queues if the team handles case routing. Your admin confirms the preferred model before migration.