Migrate from Planfix to monday CRM

Discovery and workspace schema snapshot

We audit every Planfix workspace in scope: Contacts, Tasks, Projects, Time Logs, custom field definitions, Process and Script configurations, Workgroup structure, and active Reports. We query the Planfix API field definitions per workspace to build the field schema map before any data extraction begins. We also identify which Monday.com CRM plan (Basic, Standard, or Pro) the customer needs based on team size, automation count, and whether time tracking or CRM-specific features are required. The discovery output is a written migration scope and a Planfix-to-Monday.com field map per workspace.

Monday.com board and Column schema design

We design the destination structure in Monday.com based on the migration scope. Each Planfix Project becomes a Board. Tasks within a Project become Items within the corresponding Board. Planfix Contacts become Items on a separate Monday.com CRM Contacts board linked via the CRM integration. We create all Columns upfront (Status, Person, Date, Time Tracking, Checklist, and custom columns from the Planfix field schema) before any data is written. This schema-first approach prevents the Column-absence errors that occur when migration scripts try to write to non-existent Columns.

Data extraction and transformation

We extract Contacts, Tasks, Projects, Time Logs, and custom field values from Planfix using the REST API, bypassing the Planner filter layer to ensure complete record retrieval. For workspaces approaching Planfix API rate limits (50,000 per month on Plan A, 100,000 on Plan B/X), we fall back to report-based CSV export. We transform the data into Monday.com Column format per workspace using the field schema map built in Step 1. All cross-object linkages (Task-to-Contact, Project-to-Task) are resolved by internal ID during transformation so Items reference the correct related records at insert time.

Dry-run import into Monday.com test workspace

We run a full dry-run migration into a non-production Monday.com workspace using production-like data volume. The customer reconciles record counts, spot-checks 20-30 randomly selected Items against the Planfix source, and validates that Columns display correctly and relationships (Task-to-Contact links) resolve properly. Any Column mismatches, missing data, or schema corrections are made before production migration begins. This step prevents the data-quality issues that arise when migrations rush to production without validation.

Production migration in dependency order

We run production migration in record-dependency order: Monday.com Users (matched by email from Planfix owners), Boards (from Planfix Projects), Items on CRM board (from Planfix Contacts), Items on work boards (from Planfix Tasks with Project as Board parent), Time Tracking entries (from Planfix Time Logs linked to Items), and custom column values. Each phase emits a row-count reconciliation report before the next phase begins. We freeze Planfix writes during the production migration window.

Cutover, validation, and automation rebuild handoff

We run a final delta migration for any records modified during the migration window, then enable Monday.com as the system of record. We deliver the Process and Script inventory document to the customer's admin team with a written recommendation for each Monday.com Automation equivalent. We support a three-day post-go-live window to resolve reconciliation issues. We do not rebuild Planfix Processes as Monday.com Automations inside the migration scope; that is a separate engagement or an internal admin task.