Migrate from Prospects CRM to HighLevel

Prospects CRM contacts map directly to HighLevel Contacts. All standard fields (name, email, phone, address) transfer as-is. Owner resolution matches Prospects CRM owner email to a HighLevel user account; unresolved owners land in a dedicated fallback user for review before go-live.

Prospects CRM company records map to HighLevel Companies. Company name, domain, address, and industry fields transfer directly. Multi-contact associations are preserved: the primary contact carries the company link, secondary contacts are linked via the Company record's contact association. Employee count and annual revenue fields map to their corresponding HighLevel Company fields, maintaining firmographic data continuity.

Prospects CRM deals migrate as HighLevel Opportunities. Deal name, value, stage, and close date map to Opportunity name, monetary value, pipeline stage, and expected close date. Stage names transfer as-is if they match; HighLevel's pipeline stage names can be renamed post-migration to match existing terminology.

Each Prospects CRM pipeline becomes a HighLevel Pipeline. Stage names, stage order, and stage probabilities transfer. HighLevel Pipelines do not have native stage-probability weighting for forecasting, so probability data from Prospects CRM is stored as a custom Opportunity field for reporting continuity.

Prospects CRM tasks and logged activities map to HighLevel Tasks. Task subject, description, due date, and status transfer. Owner assignment follows email-match logic. HighLevel Tasks support notes and attachments—file links from Prospects CRM are preserved as URL references in the task description.

Notes attached to Prospects CRM contacts, companies, or deals migrate to HighLevel Notes. Rich-text formatting is preserved where possible; HTML-formatted notes are stripped to plain text to ensure readability in HighLevel's note interface. Timestamps on notes are preserved as note creation dates to maintain the historical context of when information was recorded, and note authorship is captured from the Prospects CRM user who created each note where that data is available.

File attachments from Prospects CRM are downloaded, re-uploaded to HighLevel's file storage, and linked to the corresponding Contact or Opportunity record. Large files (>25MB) are flagged for manual upload; the attachment record with file name and link is preserved in the note field.

Prospects CRM custom fields attached to contacts are recreated as HighLevel Contact Custom Fields. Field data type is mapped: text fields transfer as Text, numeric fields as Number, date fields as Date. Pick-list fields with defined value sets become Dropdown custom fields with value-by-value mapping.

Prospects CRM custom fields attached to deals map to HighLevel Opportunity Custom Fields. This requires the same field-type translation as contact-level fields. Stage-specific custom fields on deals are preserved regardless of which pipeline stage the opportunity occupies. Custom fields storing monetary values are mapped to Number fields, while date-based fields use HighLevel's Date field type, ensuring data integrity for financial and temporal deal attributes.

Prospects CRM's real-time inventory sync with Unleashed, Katana, Xero, and similar back-office platforms has no native equivalent in HighLevel. Stock levels, product catalogs, and pricing tiers from integrated inventory systems are documented as a custom field export for manual rebuild in HighLevel-compatible tools or via Zapier/Make integrations post-migration.

Prospects CRM automation rules (task reminders, stage-change triggers, email alerts) cannot migrate directly to HighLevel Workflows. FlitStack exports the rule definitions as a structured reference document. Your HighLevel admin rebuilds each automation in HighLevel's Workflow Builder, using the exported rule logic as the functional specification.

Prospects CRM reports and Magic Matrix cross-sell analysis have no direct equivalent in HighLevel. Underlying data migrates completely, but dashboards must be rebuilt using HighLevel's pipeline dashboards and Smart List filters. The data is available; the visualization logic requires post-migration configuration.