Migrate from RealGreen by WorkWave to HighLevel

RealGreen 'Customer' records contain both individual contact fields and company fields. We split these into HighLevel Contact (person-level) and Company (organization-level) records. The primary company link populates Contact.CompanyId; any secondary company associations require a junction relationship using a custom linking object to maintain multiple organizational connections per contact.

Customer street, city, state, ZIP, and country fields map directly to HighLevel Contact address fields. These serve as the primary service location in the absence of a separate Property record for simple accounts. When a dedicated Property record exists, the contact address becomes the billing address while the property address drives field service routing.

HighLevel has no native property object. We create a Property__c custom object linked to the Contact record via a lookup relationship. The object stores lot size, turf type, irrigation type, chemical restrictions, access codes, mowing height, service frequency, and property-specific notes from RealGreen. All field-level property specifications migrate as custom fields on this object.

RealGreen supports N:N customer-to-property relationships (e.g., a property shared by a homeowner and a property manager). In HighLevel we create a Property_Customer junction custom object to preserve these associations by linking the Property custom object to each Contact record that shares access or billing responsibility for the property.

RealGreen Programs (recurring service packages with annual pricing, frequency, and service scope) have no HighLevel equivalent. We migrate programs as a custom object with fields for service name, frequency, annual price, and billing term — your admin rebuilds billing logic in HighLevel's invoicing tools.

Individual services within a Program (e.g., Spring Fertilization, Core Aeration, Weed Control) can map to Opportunity Products or Line Items in HighLevel. We preserve service name, unit price, quantity, and the original service description. Bundle pricing from multi-service programs requires a custom discount field to capture the original program discount structure applied across line items.

RealGreen work orders (status, scheduled date, crew assignment, service notes, completion timestamp, GPS log) map to HighLevel Tasks with custom status pick-list fields mirroring RealGreen's WorkOrderStatus vocabulary. Crew assignment resolves by email match to corresponding HighLevel user accounts so the task lands with the correct technician owner.

Work order completion signatures captured in RealGreen are stored as a link or base64-encoded custom field on the corresponding HighLevel Task record. Original signatory name, signature image, and timestamp are preserved in the custom field. The signature file is re-uploaded to HighLevel's document storage and linked from the custom field.

RealGreen Estimates map directly to HighLevel Opportunities. Estimate name, total amount, status, and create date migrate as corresponding Opportunity fields. Line items migrate as Opportunity Products. Pending estimates land as open pipeline stages; accepted estimates automatically mark the Opportunity as Closed Won with the winning amount preserved.

RealGreen owner and user IDs are resolved by matching the stored email address against existing HighLevel user accounts. Unmatched owners are flagged in a pre-migration report with clear error codes — your team either creates HighLevel user accounts for them or designates a fallback owner before the migration batch runs to prevent records from landing without an owner assignment.

Documents attached to RealGreen customer records or work orders are downloaded from the source system, then re-uploaded to HighLevel's document storage. A custom URL field on the Contact or Task record references the file location in HighLevel's storage. Original file names, MIME types, and upload timestamps are preserved in metadata fields for auditability.

RealGreen flag codes and customer classification tags (e.g., 'Commercial Account', 'HOA Property', 'Priority Client') migrate as HighLevel Contact tags. Multiple tags per contact are supported natively in HighLevel's tag taxonomy, allowing complex customer segmentation to transfer without requiring custom field creation for each tag category.