Migrate from Realpage to HighLevel

RealPage tenant records map to HighLevel contacts. Email, phone, name, and address fields transfer directly. The primary property association migrates as a lookup to the mapped Company record. Tenants without email addresses are flagged for manual review. If a tenant's email matches an existing HighLevel contact, the record updates; otherwise, a new contact is created with a source tag indicating migration from RealPage.

RealPage property records (name, address, unit count, property type) map to HighLevel companies. Property-level custom fields migrate as custom fields on the company record. Multi-building portfolios flatten to individual company records per property. For portfolios spanning multiple states, FlitStack also maps the state field to a custom State__c picklist to enable region-based reporting in HighLevel.

RealPage units (unit number, bedrooms, bathrooms, square footage, market rent) have no HighLevel native equivalent. A Unit custom object is created in HighLevel with a lookup relationship to the Property company. Unit status (occupied/vacant) maps to a custom pick-list field.

Lease records (lease start/end dates, rent amount, security deposit, lease status) require a Lease custom object in HighLevel. The object links to both the tenant Contact and the Unit custom object. Active, expired, and pending statuses map to a lease_status__c pick-list field.

RealPage stores multiple rent components (base rent, pet rent, utility charges) per lease. These consolidate into a single monthly_rent__c numeric field on the Lease custom object, with additional fields for one-time charges and deposits preserved separately. If RealPage stores prorated rent or late fee amounts, these map to additional numeric fields on the Lease object to preserve complete financial context.

Open maintenance requests migrate as a Maintenance Ticket custom object linked to the Unit. Fields include request date, category, priority, status, and assigned technician. Historical resolved requests migrate with original request dates preserved. Historical tickets also preserve the original requestor name and description fields to maintain a complete audit trail after migration.

RealPage property owners and assigned managers resolve by email match against existing HighLevel users. Unmatched owners are created as team members or assigned to a fallback owner so every lease record has a valid owner reference in HighLevel. If a RealPage owner lacks an email, FlitStack generates a placeholder identifier and records the original owner name for later manual assignment.

RealPage payment history and rent transactions have no meaningful equivalent in HighLevel's CRM model. This data does not migrate. Clients should retain RealPage for financial reporting or export to a dedicated accounting system before decommissioning. Clients may export these records to CSV or a dedicated ledger tool to preserve the full payment history for audit purposes before decommissioning RealPage.

RealPage tenant communication logs and internal notes migrate as HighLevel contact activities. Original timestamps and owner assignments are preserved. HighLevel's activity timeline displays the full tenant communication history after migration. FlitStack also maps internal notes tagged as 'follow-up' to HighLevel tasks, enabling your team to schedule reminders directly from the activity timeline.

RealPage allows custom fields on properties, units, and tenants. Each custom field is reviewed: fields with a direct HighLevel equivalent map directly; property-specific fields create corresponding custom fields on the relevant HighLevel object (property-level fields on Company, unit-level fields on Unit custom object).

Tenant screening results (credit score, criminal check, income verification) stored in RealPage migrate as custom fields on the HighLevel contact. Results are preserved as text or number fields — the raw data transfers but the interpretation remains the property manager's responsibility.

RealPage prospects in the leasing pipeline map to HighLevel contacts with a lead_pipeline_stage__c custom field indicating their position (inquiry, tour scheduled, application pending, lease signed). This preserves the prospect's journey through the leasing pipeline as a stage history in HighLevel.