Migrate from Propertybase to HighLevel

Propertybase Company Contacts (SystemIsIndividual=FALSE) map directly to HighLevel Company records. The Account.Name, website, industry, employee count, and annual revenue fields transfer as Company properties in HighLevel. Multi-address records in Propertybase must be consolidated or stored as a custom field on the Company.

Propertybase Individual Contacts (SystemIsIndividual=TRUE) carry a 'ghost' Account in Salesforce — a placeholder record with no name. These map directly to HighLevel Contacts without the ghost Account. Email, phone, job title, address, and all custom contact properties migrate to the HighLevel Contact. Primary company assignment is resolved from the most-recently associated Company Contact record in Propertybase.

Propertybase Enquiry records — representing buyer/seller inquiries linked to contacts — map to HighLevel Opportunities. The Enquiry type, status, source channel, and associated contact links transfer to Opportunity fields and tags. Stage values in Propertybase map to HighLevel pipeline stages configured in your destination account.

Propertybase Listings have no native equivalent in HighLevel. We create a Listing custom object in HighLevel with custom fields for property type, price, address, bedrooms, bathrooms, MLS number, listing status, and associated agent. The custom object is linked to the Contact (agent) and Company (brokerage) records. Listing images and media are re-uploaded to HighLevel Files.

Propertybase Master Project objects (parent buildings or developments containing multiple units/listings) become a Master Project custom object in HighLevel with custom fields for project name, address, total units, completion date, and development status. Individual Listings under the project link via a lookup relationship in HighLevel's custom object schema.

Propertybase Offer and Contract records link to a Listing and a Contact via lookups. These migrate as Opportunities with a custom 'Offer Details' field group (offer amount, status, acceptance date, contingency notes) and a tag of 'Offer' to distinguish from standard Opportunities. Offer stage changes trigger HighLevel Workflow automations post-migration.

Propertybase Favourite records link Enquiries to Listings to track which buyers are interested in which properties. This N:N relationship maps to a Property Interest custom object in HighLevel with a Contact lookup and a Listing (custom object) lookup. If the listing is an Opportunity-based design, the interest record becomes a tag or custom field on the Opportunity.

All Propertybase contact custom fields — such as lead source, preferred neighbourhood, financing status, or buyer type — migrate as Contact custom fields in HighLevel. Pick-list values in Propertybase map to HighLevel choice options. Multi-select fields map to comma-separated text or tag groups in HighLevel depending on usage.

Propertybase attachments and documents on contacts, companies, and listings are exported via Salesforce bulk export and re-uploaded to HighLevel Files. File size limits in HighLevel apply (standard limit per file). Inline images in notes are downloaded and rehosted. Salesforce ContentDocument links are resolved and reattached to the corresponding Contact or Company record.

Propertybase owner records are Salesforce users. We resolve them by email match against HighLevel users. Unmatched owners are flagged before migration — the team either creates HighLevel user accounts or assigns their records to a fallback owner. Owner history on enquiries and listings is preserved as a custom field (Original_Owner_Email__c) for audit continuity.

Propertybase automations are Salesforce Workflow Rules and Process Builder flows — they are not included in Salesforce Data Export. We document the active workflow definitions (trigger object, criteria, actions) and produce a rebuild plan for HighLevel's Workflow builder. HighLevel Workflows use a different trigger-and-action model; each Propertybase workflow is translated into one or more HighLevel Workflow sequences.

Salesforce explicitly excludes formula fields and roll-up summary fields from Data Export. Any calculated values (e.g., total offer value across a listing, days-on-market) must be re-derived post-migration. We flag each formula field and document the calculation logic so it can be rebuilt as a custom field or HighLevel Workflow trigger in the destination.