Migrate from Prophet CRM to HighLevel

Prophet Contacts map directly to GoHighLevel Contacts. We freeze Prophet's bidirectional Outlook sync before extraction to prevent the CRM from re-creating imported contacts in Outlook post-migration, which would generate duplicates on the next sync cycle. Standard fields (name, email, phone, address, title, company) map cleanly. Custom fields on Contact records are audited per department template during scoping and recreated in GoHighLevel's custom fields section before import begins; GoHighLevel requires custom fields to exist in the destination account before the CSV import step can map to them.

Prophet Companies map to GoHighLevel Locations under the migrated Contact record. Each Company creates a corresponding Location record that is linked to the primary Contact via the contact-to-location relationship. Standard fields including industry, address, employee count, and revenue export cleanly. If the customer does not use GoHighLevel Locations, Companies are stored as custom fields on the Contact record and the address is merged into the Contact's address fields. Industry classification and employee count map to GoHighLevel's custom field equivalents.

Prophet Opportunities map to GoHighLevel Opportunities. The Opportunity is linked to the primary Contact and optionally to a Location. The deal value, close date, probability, and owner transfer directly. Pipeline stage assignment is resolved through the pipeline configuration step: each Prophet pipeline becomes a GoHighLevel pipeline with matching stage names, and the stage probability percentages are stored as custom fields or mapped to GoHighLevel's built-in probability if the pipeline stage supports it.

Prophet pipeline stages are configurable per department, meaning the same pipeline can have different stage names per department template. We capture the full stage list during the scoping audit, identify the unique stage sets across all departments, and map each to a GoHighLevel pipeline. Where multiple Prophet departments share the same pipeline structure, we create a single GoHighLevel pipeline and use tags or custom fields to indicate the original department. The customer configures GoHighLevel pipeline stages and probability settings before migration begins.

Prophet Activities (email tracking, tasks, appointments, call logs) linked to Contacts and Opportunities are extracted via paginated OData queries in batches of 500 records. Emails and notes migrate as GoHighLevel Notes attached to the Contact or Opportunity record. Tasks and appointments migrate as GoHighLevel Tasks with due dates and completion status preserved. Call log entries migrate as Notes with a call log tag and duration stored in a custom field. There is no bulk export endpoint in Prophet CRM, so all activity extraction uses OData pagination with a 500-record batch size, which increases extraction time for large activity histories.

Prophet custom fields exist per object and per department template, meaning the effective field schema can vary by department even on the same object. We audit all custom field names, data types, and department assignments during scoping and recreate each field in GoHighLevel's custom fields section before the contact and opportunity import. Text, number, date, checkbox, and dropdown field types map to their GoHighLevel equivalents. Fields that exist only in specific department templates are recreated as optional custom fields and mapped only for records originating from that department.

Prophet Departments are a first-class concept with custom templates and configurable cross-department read/write access. GoHighLevel does not have a native department equivalent. At the Starter tier ($97/mo), department isolation is handled via GoHighLevel Tags and custom fields on Contact and Opportunity records. At the Unlimited tier ($297/mo), the customer can create GoHighLevel Sub-Accounts to mirror the department structure, with each sub-account representing one Prophet department. We present both options during scoping and the customer selects the approach that fits their organizational structure.

Prophet file attachments on Companies, Contacts, and Opportunities are extracted as metadata records (file name, URL, MIME type, size) from the OData export. Actual file binaries are downloaded from the attachment URLs and uploaded to GoHighLevel via the file attachment endpoint linked to the corresponding Contact or Opportunity record. We preserve the original file name and attachment context. Large file attachments (over 25 MB) that cannot be uploaded via the API are flagged for manual upload with a reference list of files and their target records.