Migrate from Planado to Pipedrive

Planado Client records (business name, address, contact person, phone) map directly to Pipedrive Organizations. The primary contact within the Client record can also seed a corresponding Person record in Pipedrive. Multi-site clients with several Locations under one Client may need multiple Organization records in Pipedrive.

Planado Jobs are the core work-order record — they contain a client link, an assigned employee, a location, a scheduled date, a status, a checklist, and notes. In Pipedrive, the Job maps to a Deal with the client as the Organization link, the employee as the Deal owner, the description as the Deal title, and the job status translated to a Pipedrive stage value. Checklist data and GPS coordinates are stored as custom fields on the Deal.

Planado Tasks (sub-units of a Job — e.g., inspection step, installation step, cleanup step) map to Pipedrive Activities of type task. Each Task's subject, description, status, and timestamps migrate as Activity fields. Complex tasks with attachments link those files to the Activity as notes.

Planado checklists are structured per-job — each item has a label, a completion status, and a timestamp by worker. Pipedrive has no native checklist object. FlitStack serializes the checklist into a custom field (Checklist_JSON__c or a formatted text field) and optionally creates a linked Note on the Deal with the checklist rendered as a table for agent readability.

Planado Locations store a named site with address, lat/lng coordinates, and a link to a Client. Each Location becomes a separate Organization record in Pipedrive with the address populated and lat/lng stored as custom number fields (Latitude__c, Longitude__c). If multiple workers visit the same site repeatedly, the Organization record captures the site-level view.

Planado Employee records include name, email, phone, mobile app credentials, and shift assignments. Resolution is by email match to Pipedrive users. Employees who are field workers only (no deal ownership) may be migrated as inactive Pipedrive users or kept as a custom field on the Deal for reference — they do not need full CRM user licenses if they do not manage deals.

Planado job statuses (open, in_progress, completed, cancelled, on_hold) map value-by-value to Pipedrive deal stages. The mapping plan defines which Planado status corresponds to which Pipedrive stage name and probability value. Teams with custom Planado workflow statuses create a full value map before migration.

Planado file attachments on Jobs, Tasks, or Checklists are downloaded and re‑uploaded as Pipedrive Notes with the file attached. Pipedrive's file size limit is 50 MB per file. Files exceeding this threshold are flagged for manual handling or transferred via an alternative method. The migration audit log records each transferred file for traceability.

Free-form notes on Planado Jobs migrate as Pipedrive Notes attached to the corresponding Deal. Original creation timestamps and author information are preserved in the Note record. Timestamps are stored as custom datetime fields on the Note for audit continuity. These notes are searchable within Pipedrive and can be used for reporting and follow‑up planning.

Planado users with admin or manager roles who will manage Pipedrive deals are matched by email to Pipedrive users. The migration flags any Planado user without an email match for manual Pipedrive user creation before the data run so no records land unowned.

Planado custom properties on Jobs (e.g., work type, permit number, insurance reference, materials used) require pre-creation in Pipedrive as custom deal fields. Each custom property is created in Pipedrive first, and the resulting hash key is captured for the field mapping. Value types (text, number, date, picklist) are matched to Pipedrive field types.

Planado's scheduling windows, route order, and GPS breadcrumb data have no Pipedrive equivalent. These are preserved as read-only custom text fields on the Deal for reference (e.g., 'Original_Schedule_Window__c') but cannot be natively rebuilt in Pipedrive's UI. Rebuild of scheduling logic requires an external scheduling tool.