Migrate from PHP CRM to monday CRM

PHP CRM Company records map directly to monday.com CRM Account items on the dedicated CRM Accounts board. The monday.com item for each Account is created first, before any Contact items are imported, so that the Account-Contact relationship is satisfied at insert time. We use the monday.com API to create Account items with columns mapped from the PHP CRM Company fields (company name, domain, address, phone, industry) and preserve the PHP CRM Company ID as a text column for audit.

PHP CRM Contact records map to monday.com CRM Contact items. Each Contact item is linked to its parent Account item using monday.com's relation column type. Email address is the primary dedupe key; we check for existing Contact items by email before creating to avoid duplicates. Mobile number, phone, job title, and lifecycle stage from PHP CRM map to corresponding monday.com column types (phone, text, dropdown). If PHP CRM stores a lifecycle or status field, we create a monday.com status column with matching values.

PHP CRM Deal records map to monday.com CRM Opportunity items on the dedicated Deals board. Deal value, expected close date, owner assignment, and stage status migrate to monday.com columns. The PHP CRM pipeline stage name maps to a monday.com group name (stage) on the Deals board. We create each monday.com group during migration based on the actual pipeline stages present in the PHP CRM deployment, preserving the stage order as group sequence.

PHP CRM pipeline definitions map to the monday.com Deals board structure. Each PHP CRM pipeline becomes a separate monday.com board or a separate view within a single Deals board, depending on whether the customer uses multiple pipelines. We determine the pipeline structure during discovery by querying the PHP CRM pipeline API or extracting pipeline definitions from the admin panel. Monday.com board Groups represent pipeline stages; we map each PHP CRM stage to a Group with matching name and position.

PHP CRM pipeline stages map to monday.com Groups on the Deals board. The stage name, order, and probability percentage migrate to the Group name and an associated probability column. Closed Won and Closed Lost stages from PHP CRM map to monday.com status values that we configure on the Deals board before migration. Any PHP CRM stage with no clear monday.com equivalent is flagged during scoping and the customer decides whether to map it to an existing stage or create a new one.

PHP CRM Task records map to monday.com subitems on the relevant Contact or Deal item. We resolve the parent item by matching the PHP CRM task's linked entity (Contact or Deal) to the newly created monday.com item using the preserved PHP CRM ID column. Task due date, assignee, status, and description migrate to subitem columns. If a PHP CRM task is linked to a Deal, the subitem is attached to the Deal item; if linked to a Contact, it attaches to the Contact item.

PHP CRM Notes attached to Contact, Company, or Deal records migrate as monday.com updates on the relevant item (if the note is a single text block) or as a subitem with a text column (if the note contains multiple fields or should be tracked as a separate record). We preserve the note creation timestamp and author by setting the update attribution. Long notes exceeding monday.com column character limits are split across multiple subitem text fields.

PHP CRM Activity records (calls, emails, meetings with timestamps, outcome, and duration) map to monday.com CRM Activity timeline entries on the relevant Contact or Account item. Monday.com CRM's Emails and Activities view supports logging call outcomes, meeting notes, and email threads. We extract the activity type, timestamp, duration, outcome, and notes from PHP CRM and write them as activity entries via the monday.com API. PHP CRM activity schemas vary by deployment; we enumerate the actual activity field names during discovery before writing the mapping.

PHP CRM user-defined custom fields on Contacts, Companies, and Deals map to monday.com board columns of the matching type (text, number, date, dropdown, link, phone, location). PHP CRM custom field taxonomy is per-deployment with no standardized names, so we run a mandatory discovery phase enumerating every custom field present in the source instance before writing any mapping. Custom field types in PHP CRM are inferred from the stored values (string, integer, date, boolean) and matched to the closest monday.com column type. This is the highest-risk phase of the migration if skipped.

PHP CRM user records (Owners) map to monday.com User accounts by email matching. We extract every distinct Owner referenced on Contact, Company, Deal, and Task record and attempt to match by email against the monday.com workspace members. Owners without a matching monday.com User go to a reconciliation queue; the customer's admin provisions any missing users before record import resumes. Owner assignment on Deals and Tasks migrates to the monday.com assignee column once the User mapping is validated.