Migrate from Planfix to Pipedrive

Planfix Contact records map 1:1 to Pipedrive Person. We extract contact name, email, phone, address, and any custom contact fields during the schema snapshot phase, then write each as a typed Pipedrive Person field. Organization linkage from Planfix (the contact's parent company) maps to the Pipedrive Person.organization_id lookup via a pre-resolved cross-reference table built during the transformation phase.

Planfix Organizations map directly to Pipedrive Organizations using the company name as the primary key. We create Organizations first in the import sequence so that Person.organization_id resolves correctly when Person records are written. Planfix Organization addresses, web addresses, and industry classifications map to Pipedrive Organization standard fields; any non-standard fields become custom Pipedrive fields created during schema pre-configuration.

Planfix Tasks that function as deal proxies (those with financial fields, custom deal-stage statuses, or billable flags) split into Pipedrive Deals. We identify deal-proxy Tasks during scoping by querying for Tasks with non-null monetary fields or custom status sets that contain deal-stage labels. Each qualifying Task becomes a Pipedrive Deal; the Planfix Task title becomes the Deal title, amount maps to Deal value, and the custom status maps to a Pipedrive Pipeline stage configured before migration.

Planfix Tasks that represent operational work items (checklist items, project sub-tasks, recurring assignments) map to Pipedrive Activities of type task. The Planfix Task description, assignee, due date, and checklist items transfer to the Pipedrive Activity. Task priority maps to Pipedrive Activity priority; completion status maps to the Activity done flag.

Planfix Projects that represent billable client engagements map to Pipedrive Deals. Projects that represent internal work programs with no sales relationship are flagged for manual setup in Pipedrive as a separate Projects workspace managed outside Pipedrive's native CRM scope, or as a custom object if the customer's Pipedrive plan supports custom objects. We document this decision during scoping and apply it consistently across the migration.

Planfix Workgroups map to Pipedrive Teams. Workgroup membership (users and their roles within the group) transfers to Pipedrive Team membership. Note that Pipedrive Teams control activity visibility and deal sharing rather than granular field-level permissions; Planfix's fine-grained permission model does not map directly and may require reconfiguration in Pipedrive's access settings post-migration.

Time logged against Planfix Tasks transfers to Pipedrive Activities as notes containing the duration, date, user attribution, and description. If the customer requires time tracking as a structured field on the Deal or Activity record, we create custom fields in Pipedrive before migration and write the time log values directly. Time logs against Tasks that become Deals carry their cumulative duration to the Deal as a custom field.

Planfix file attachments stored against Tasks or Contacts migrate as Pipedrive Activity attachments linked to the corresponding Person, Organization, or Deal. We download each attachment from Planfix via API or report-based export, then upload to Pipedrive using the file endpoint, creating an Activity record to attach it to if no suitable activity exists. PDF and document attachments transfer fully; image attachments transfer as binary files.

Planfix Process objects are tightly coupled to Planfix's execution engine, referencing Planfix-specific field IDs, transition rules, and action types that cannot be replayed outside the platform. We export each Process configuration as a written document covering the trigger event, condition branches, and action sequence. The customer's Pipedrive admin uses this documentation to rebuild equivalent Workflows in Pipedrive's automation builder post-migration. No Process record is imported as executable code.

Planfix Scripts (automated multi-step sequences triggered by task or contact events) reference Planfix-specific API keys, action types, and field references that cannot be replayed in Pipedrive. We export the script configuration as a step-by-step operational document. Pipedrive Workflows are rebuilt manually by the customer's admin using this document as the specification. Scripts that generate reports are flagged separately so that the customer can rebuild the report logic in Pipedrive Insights or a connected BI tool.

Every Planfix workspace has its own set of custom fields with different names, types, and IDs. We query the field definitions from the Planfix API before mapping any record, then create matching custom fields in Pipedrive per object. Planfix field types (text, number, date, dropdown, checkbox, file) map to their Pipedrive equivalents. Dropdown values from Planfix become picklist options in Pipedrive. This schema snapshot is the first step of every Planfix migration project and prevents custom field values from writing to the wrong columns.