Migrate from Leadtrekker Lead Management to HighLevel

Discovery and API probe

We audit the Leadtrekker account for record counts (Leads, Activities, Users, User Groups), custom field presence via CSV sample export, and notification trigger events. We simultaneously probe the Leadtrekker API to confirm authentication method, export endpoints, and safe request pacing. We confirm the GoHighLevel Location ID for the destination account and request a test OAuth token with write permissions scoped to that Location. The discovery output is a written migration scope with confirmed record counts, custom field inventory, and API endpoint validation.

Custom field taxonomy discovery

We export a CSV sample of 50-100 Lead records from Leadtrekker and parse the column headers to identify all standard and custom fields in use. We infer data types from sample values (text, number, date, picklist). Fields that cannot be typed unambiguously are flagged for customer confirmation. We then create the corresponding custom contact fields in GoHighLevel under the destination Location, matching field names where possible and applying GoHighLevel field type equivalents (text fields, number fields, date fields, dropdown fields).

User and group mapping

We extract the full Leadtrekker User roster and User Group membership list. We match Users by email against the GoHighLevel Location user list and flag any missing GoHighLevel users for the customer to provision before migration. We build the group-to-Location mapping table documenting which GoHighLevel Location or Team each Leadtrekker group maps to. Location provisioning is completed by the customer's GoHighLevel admin during this step, and we validate Location IDs before proceeding.

Sandbox migration and reconciliation

We run a full migration into a test GoHighLevel sub-account or a sandboxed environment using production-like data volume. The customer's admin reconciles record counts (Contacts in, Notes in, Tasks in), spot-checks 25-50 random records against the Leadtrekker source, and validates that owner assignments, lead sources, and timestamps are correct. Any mapping corrections — field name mismatches, custom field type adjustments, owner resolution failures — are resolved here before production migration begins.

Notification inventory document

We document every notification-trigger event present in the Leadtrekker account: which events fire (new lead assigned, response time exceeded, reminder due), which users receive them, and what the trigger conditions are. We deliver this as a written inventory mapping each Leadtrekker notification to a recommended GoHighLevel Workflow trigger and action. This document is the handoff artifact for the customer's admin to rebuild notification automations in GoHighLevel after migration.

Production migration in dependency order

We run production migration in record order: GoHighLevel Users (validated, no provisioning during load), Contacts (with owner, lead source, and custom fields mapped), Contact Notes and Tasks (with WhoId resolved to Contact). Each phase emits a row-count reconciliation report before the next phase begins. We use GoHighLevel's bulk import via the Contacts API with batch chunking and exponential backoff on rate limit responses (100 requests per 10 seconds per the GoHighLevel v2 API specification). After all data is loaded, we run a final reconciliation scan comparing total Leadtrekker record counts to total GoHighLevel Contact, Note, and Task counts and deliver the delta report.

Cutover and Workflow rebuild handoff

We freeze Leadtrekker writes during cutover, run a final delta migration of any records created or modified during the migration window, then mark GoHighLevel as the system of record. We deliver the notification inventory document and the user group-to-Location mapping table to the customer's admin. We support a three-day hypercare window where we resolve any reconciliation issues raised by the team. We do not rebuild Leadtrekker notification rules or assignment rules as GoHighLevel Workflows inside the migration scope; that is a separate engagement or an internal admin task.