Migrate from Planfix to HighLevel

Planfix Contact records map directly to GoHighLevel Contact records. Each Planfix contact has a profile card with contact info, linked tasks, files, and a history log. We export all standard contact fields (name, email, phone, address, company link) plus any custom properties defined in the workspace field schema. The email address serves as the dedupe key during GoHighLevel import.

Planfix Company records map to GoHighLevel Company records. Planfix allows linking contacts to companies; we preserve those relationships by resolving the Planfix company ID and creating the corresponding GoHighLevel Company record before importing linked contacts, then populating the Contact-Company relationship at migration time.

Planfix Projects map to GoHighLevel Opportunities because both represent trackable revenue-bearing work with assignees, dates, and custom fields. Planfix project templates and task structures carry over as Opportunity details and related Tasks. We map Planfix project status and custom fields to GoHighLevel Opportunity pipeline stage and custom Opportunity fields.

Planfix Tasks map to GoHighLevel Tasks. We preserve assignees, due dates, checklists, comments, and time logs. Task-to-contact and task-to-project linkages resolve via internal ID mapping during transformation: we replace Planfix IDs with GoHighLevel Contact IDs and Opportunity IDs before insert. Note that we bypass the Planfix Planner filter layer via the API to ensure no tasks are missed.

Planfix time entries (logged via timers or manual entry) carry duration, date, and user attribution. We export each time entry as a structured value and store it in a custom field on the mapped GoHighLevel Task. For tasks with multiple time log entries, we aggregate total duration and store the count of entries as separate custom fields to preserve the full detail for billing and reporting review.

Planfix supports text, number, date, dropdown, checkbox, and file custom fields. Every Planfix workspace has a unique custom field schema with different names, types, and IDs, so we query the field definitions from the Planfix API before mapping any record. We then create equivalent custom fields in GoHighLevel (using GoHighLevel's custom field types) and map Planfix values to the correct GoHighLevel field. Skipping the schema snapshot means custom field values write to wrong columns in GoHighLevel.

Planfix Workgroups are organizational units grouping users and shared permissions. Plan X allows up to 100 workgroups. We map workgroup memberships and roles to GoHighLevel Teams or Role assignments. GoHighLevel's team structure is less granular than Planfix workgroups, so we document the mapping differences and recommend admin review of GoHighLevel Team permissions post-migration to ensure appropriate access controls.

Planfix Processes and Scripts are automation objects triggered by contact or task events. They reference Planfix-specific field IDs and action types that cannot be replayed outside the platform. We export the Process and Script configuration as a written inventory document describing the trigger, conditions, and actions for each. The customer's admin rebuilds equivalents in GoHighLevel's Workflow builder. This is not a data migration — it is a manual rebuild task.

Planfix Whiteboard content has no documented export format or API access. Whiteboard records are flagged as non-migratable before migration begins. If the customer requires a visual record, we capture screenshots, but the underlying block-based diagram data cannot be structured for import into GoHighLevel.

Planfix document templates use XLSX/XLSM files with template variables. The template files themselves can be exported from Planfix. Variable mappings are workspace-specific and may need field re-mapping for GoHighLevel's document generation context. We export the template files and note the variable-to-field mapping for the customer's admin to configure in GoHighLevel or the chosen replacement tool.