Migrate from Proton to Freshsales

Proton Contacts (name, email addresses, phone numbers, physical addresses, and custom fields) map directly to Freshsales Contact records. Proton vCard fields map to Freshsales standard fields: display name to First Name and Last Name, primary email to Email, additional emails to a secondary email field or multi-email setup. Phone numbers map to Work Phone, Home Phone, and Mobile Phone. We handle the Freshsales duplicate-detection rule at import time to prevent re-creating contacts that already exist.

Proton Calendar events split into Freshsales Event (for scheduled meetings with attendees and a time range) and Task (for todos with a due date and no attendees). Event title, description, location, start time, end time, and recurrence rules transfer directly. Attendees resolve to Freshsales Contact records by email match and link via EventRelation. Recurring events expand into individual Freshsales Event records at migration time because Freshsales Events do not have native recurrence on the Activity timeline.

Proton user accounts with a primary encrypted email address map to the primary email on Freshsales Contact. The Freshsales Contact model supports multiple email addresses on a single record, which accommodates users with both a personal Proton address and a custom domain address migrated from Proton.

Proton hide-my-email aliases (up to 10 on Mail Plus, unlimited on Unlimited and higher) are extracted as separate address records. We map each alias to either a secondary email address on the corresponding Freshsales Contact or to a Tag on the Contact if the customer prefers alias-level tracking without creating duplicate contact records. The mapping strategy is decided during scoping based on the customer's use of aliases for lead capture versus identity separation.

Proton Mail uses both hierarchical folders and color-coded labels. Freshsales has Tags (flat, multi-select) and custom picklist fields. We extract the full label taxonomy and map color-coded labels to Freshsales Tags on the Contact. Folder hierarchies are documented as a separate mapping note; if the customer used folders to segment prospects by category (industry, product interest, region), we recommend creating a custom picklist field in Freshsales and assigning the top-level folder name as the field value during import.

Proton Drive files and folder structures do not have a native CRM equivalent in Freshsales. We extract Proton Drive files as a file inventory with their folder path, and we map the inventory to a Freshsales Document (on Pro tier and above) linked to the corresponding Contact or Deal, or we leave the file paths as a reference note in a custom text field on the Contact. File content migration is scoped separately; we do not treat it as a standard object import because of the schema mismatch and size variation.

Proton team members with roles (Admin, Member) map to Freshsales User records. We match by email address. If a Proton user does not yet have a Freshsales account, they go to a provisioning queue for the customer's admin to activate before contact and activity import begins. Shared mailboxes (Proton group addresses) map to Freshsales Users with the Shared Mailbox feature on Pro and above.

Proton custom domains (up to 15 on Workspace Standard, 20 on Workspace Premium) are extracted as a DNS and routing configuration record. The domain itself is not a data object to migrate; rather, we document the domain-to-user mapping so the customer can update DNS MX, SPF, DKIM, and DMARC records to route email to Freshsales after cutover. We do not perform the DNS change; that is the customer's registrar-level action with a parallel-running window to avoid email downtime.

If the customer used Proton Calendar for meeting history with external contacts, we treat each completed calendar event as a Freshsales Event record linked to the relevant Contact. Email engagement timestamps do not migrate as standalone records because Proton Mail does not expose a machine-readable engagement log suitable for CRM activity import. We document this limitation and recommend the Freshsales email sync as the go-forward engagement tracking method.