Migrate from Planfix to Freshsales

Planfix Contacts map directly to Freshsales Contacts. We extract name, email, phone, address, and custom fields from the Contact record and insert into Freshsales using the Contacts API. Email serves as the dedupe key during import to prevent duplicate records. Any Planfix contact-level custom fields are created as Freshsales custom fields (Freshsales uses the Freshworks custom field API with field type mapping from Planfix types: text to Text, number to Number, dropdown to Picklist, checkbox to Boolean). The Freshsales Contact object does not have a native Project or Company link beyond the account relationship, so linked Projects are handled via the Deal mapping.

Planfix Companies map to Freshsales Accounts. The Company domain name becomes the Account Website field, and the Company address maps to the Account billing and shipping address fields. We create the Account before importing linked Contacts so that the AccountId relationship is satisfied at Contact insert time. Planfix Companies without contacts are imported as standalone Accounts with no further linkages.

Planfix Projects require the most deliberate translation because Freshsales has no native project object. We map a Planfix Project to a Freshsales Deal using the project name as the Deal name, the project status as a custom Deal stage field, and the project dates as the Deal start and close dates. If the Planfix project contains multiple billable or milestone-driven tasks, each significant task becomes a separate Deal Line Item or a related note on the Deal. The customer's admin chooses during scoping whether all projects migrate as Deals or only those flagged as revenue-bearing.

Planfix Tasks map to Freshsales Activities (Tasks and Events) on the Contact or Account record. Tasks with a status of open or in-progress map to Freshsales Tasks with the original due date preserved. Completed Tasks with a resolution note map to Freshsales Event records or Notes attached to the parent Contact or Deal. Tasks that are part of a Project (see Project-to-Deal mapping) may instead be represented as Deal Notes to keep the Deal timeline clean. We query Planfix via the API directly, bypassing the Planner filter layer, so no records are missed due to permission-based or date-range visibility settings.

Planfix Time Logs (timer-based or manual entry with duration, date, and user attribution) have no native Freshsales equivalent. We export the time log data as structured JSON and write it into Freshsales as one or more custom fields on the related Deal or Contact: time_log_total_hours__c (total hours), time_log_entries__c (JSON array of date + hours + user). This preserves the audit trail but requires the customer's admin to interpret the data since Freshsales does not render custom JSON fields as a native time-tracking interface.

Planfix custom fields vary per workspace and cannot be assumed from a global schema. We snapshot the field definitions from the Planfix API for each workspace before any record extraction begins. This includes field type, label, and internal key. We then create matching Freshsales custom fields with the same labels and equivalent types (text, number, date, dropdown, checkbox) using Freshsales' custom field API before any record data is written. Custom fields are applied to the appropriate object based on the Planfix field's parent object context.

Planfix user accounts map to Freshsales Users by email address. We extract every distinct user referenced on Contacts, Companies, Projects, and Tasks and attempt email match against the destination Freshsales tenant. Users without a matching Freshsales account go to a reconciliation queue for the admin to provision. OwnerId references on Deals and Contacts are resolved at migration time using the matched User records.

Planfix file attachments on Contact, Company, Project, and Task records migrate to Freshsales file attachments linked to the equivalent Contact, Account, or Deal record via the Freshworks file API. We export the attachment binary and metadata (filename, size, upload date) and insert into Freshsales with a reference to the parent record. Files attached to Planfix Whiteboards (which have no export path) are flagged as non-migratable before migration begins.

Planfix task status values are defined per workspace in named Status Sets. We map each unique status set to either a Freshsales Deal Stage (for task-as-Deal scenarios) or a Freshsales Task Status (for standard task-as-Activity scenarios). The customer chooses the mapping during scoping, and we apply it consistently across all records. Custom task statuses from Planfix become Freshsales custom task status values or custom picklist fields.

Planfix Workgroups (organizational units grouping users with shared permissions) map to Freshsales Teams if the destination tenant uses Freshsales' team-based assignment feature. If the destination does not use teams, workgroup memberships are documented as a CSV and the admin assigns owners manually post-migration. Plan X supports up to 100 Workgroups; we export all memberships and resolve them to Freshsales Users by email match.