Migrate from Dynamics 365 Field Service to HighLevel

Work order headers map to HighLevel Opportunities with deal name derived from work order number and customer name. Work order status (Open, In Progress, Closed) maps to HighLevel pipeline stage values. Priority flags (Normal, High, Emergency) migrate as a custom pick-list field on the opportunity.

Each incident linked to a work order becomes a custom object record in HighLevel. The custom object stores incident type code, product/service line, duration, and billing amount. HighLevel custom objects require schema definition before migration runs — we deliver the setup plan upfront.

Technician booking records map to a combination of the assigned contact's record and the parent opportunity. Booking start time, end time, and status (Confirmed, Dispatched, Completed) migrate as custom datetime and pick-list fields on both the contact and opportunity for scheduling reference.

Customer asset records with equipment name, serial number, and parent-child hierarchy map to HighLevel contacts (for individual asset contacts) or companies (for account-level asset records). Asset metadata like make, model, warranty expiry, and installation date migrate as custom fields. IoT device IDs stored as text fields for reference.

Dynamics incident type codes (e.g., 'Preventive Maintenance', 'Repair', 'Inspection') map to a HighLevel custom pick-list field on the Opportunity. Each incident type value requires explicit value mapping because HighLevel pick-list options are user-defined and must be pre-created in the destination.

Dynamics Account records map directly to HighLevel Companies. Company name, primary address, billing address, website, and industry fields migrate directly, preserving contact phone numbers and email domains for duplicate detection. Parent‑account relationships map to HighLevel's sub‑account or hierarchical company structure when that option is enabled. If an account has multiple locations, each location can become a separate Company record linked to the parent, ensuring that site‑specific service history remains intact.

Dynamics Contact records map one‑to‑one to HighLevel Contacts. Name, email, phone, mobile, job title, and address fields migrate directly, preserving any email or Skype fields for completeness. The contact's primary Account link resolves to the corresponding HighLevel Company by name match or domain lookup. When multiple contacts share the same email domain, a duplicate‑check step flags potential duplicates for review before final linking, reducing the risk of fragmented service history.

Preventive maintenance records describe recurring service schedules and maintenance windows. These map to a HighLevel custom object with fields for frequency (monthly, quarterly), next due date, and associated customer asset reference. HighLevel workflow triggers can recreate the scheduling logic after migration.

Dynamics Field Service products with SKU, unit price, and quantity map to line-item details stored in a custom text field on the HighLevel Opportunity, since HighLevel does not have a native product-catalog-to-opportunity linking model at the Field Service depth level.

Functional locations describe where equipment is installed within a facility, including floor and identifiers. These map to a custom text field on the associated HighLevel Company record, preserving the site and location context for each service account. When a company has multiple functional locations, each location can be represented as a separate entry in the text field, enabling dispatchers to view the placement of assets without leaving the HighLevel interface.

Service tasks attached to work orders (e.g., 'Inspect HVAC unit', 'Replace filter') become a custom object linked to the parent work order opportunity. Task duration, internal notes, and assigned technician are preserved as custom fields on the custom object record. Each task can also carry a status flag (Pending, In Progress, Completed) that migrates alongside, allowing HighLevel workflows to trigger follow‑up actions based on task state without manual re‑entry.

Dynamics Bookable Resources (field technicians) map to HighLevel users. Owner resolution happens by email match — matched users become HighLevel users, unmatched resources are flagged and assigned to a fallback user. Work order assignment history is preserved in a custom text field for audit continuity.