Migrate from Planado to HighLevel

Planado Jobs map to HighLevel Opportunities as the primary work-order record. Job name becomes Opportunity name, job status maps to a HighLevel pipeline stage (Completed = Closed Won, Cancelled = Closed Lost), and the client reference creates a Contact link on the Opportunity. Original job create date is preserved as a custom datetime field since HighLevel sets CreatedDate at migration time.

Planado Clients (customers requesting service) map to both a HighLevel Contact (the person) and a HighLevel Company (the business or household). If the Client in Planado has no company association, it lands as a Contact only. The client's primary service address becomes the Contact address fields, and a Company record is created when a business name is present.

Planado Employees (field workers, technicians, dispatchers) map to HighLevel Users by email match. Unmatched employees are flagged before migration — your team either creates HighLevel accounts first or assigns their jobs to a fallback user. Planado employee roles (Admin, Technician, Dispatcher) are stored as a custom User field for role-mapping after migration.

Planado Locations (service sites with addresses, GPS coordinates, and site-specific notes) have no native HighLevel equivalent. We create a Service Location custom object in HighLevel with address fields, lat/long coordinates stored as custom text fields, and a lookup link to the Contact or Company. Site-specific notes migrate as a custom long-text field.

Planado job checklists are split: individual checklist items with pass/fail status become HighLevel Opportunity Tasks with a custom Pass/Fail field. Summary checklist metadata (total items, items completed, completion rate) migrates as custom number fields on the Opportunity. Photo attachments from checklists are downloaded and re-uploaded as Opportunity files.

Planado job comments and technician notes map to HighLevel Notes attached to the Opportunity. Original timestamps and author (by employee name) are preserved in the Note body or as custom fields. Rich-text formatting in Planado notes is stripped to plain text for HighLevel compatibility.

Planado route schedules with time windows and dispatch sequences have no HighLevel equivalent. We preserve route metadata (assigned date, time window start/end, route name) as custom fields on the Opportunity record for reference. Actual calendar events for job appointments are rebuilt in HighLevel's Calendar feature post-migration.

Planado GPS records capturing technician arrival/departure coordinates per job visit are stored as custom text fields on the Opportunity (comma-separated lat/long with timestamps). HighLevel has no visit-tracking or geofencing module — this data migrates for historical reference only and does not drive any HighLevel automation.

Planado file attachments and checklist photos migrate to HighLevel Files attached to the corresponding Opportunity. Files are downloaded from Planado's storage and uploaded to HighLevel's file store. File size limits (25MB per file in HighLevel) are enforced — oversized files are flagged for manual handling.

Planado custom fields defined on Jobs (e.g., equipment model, job priority tier, contract type) map to HighLevel custom fields on the Opportunity object. Field type mapping is assessed per field — text to text, number to number, pick-list values to pick-list values. Missing HighLevel custom fields are created before the migration run.

Planado automations tied to job status changes, checklist completions, or dispatch triggers do not migrate. They require a full rebuild in HighLevel's Workflow Builder. We export Planado's automation definitions as a structured JSON reference document your team can use to rebuild triggers, conditions, and actions in HighLevel.

Planado's route optimization rules and dispatch sequencing algorithms are a Planado-specific construct with no direct equivalent in HighLevel's CRM model. Route optimization logic, dispatch priority rules, and technician assignment algorithms cannot be migrated and must be designed from scratch in HighLevel or implemented through third-party routing integration services post-migration, as HighLevel's native Calendar feature does not include route optimization or real-time dispatch sequencing capabilities.