Migrate from Realpage to Pipedrive

RealPage tenant records with names, emails, phone numbers, and move-in dates map directly to Pipedrive People. Email addresses are the primary deduplication key. Phone numbers migrate to the phone and mobile fields. Original create dates are preserved as custom datetime fields since Pipedrive's CreatedDate reflects migration time, not the original tenant onboarding date.

RealPage captures prospect inquiries before lease signing — those records become Pipedrive Leads rather than People. The Lead status field maps from RealPage's prospect stage (Inquiry, Touring, Application, etc.). Unqualified prospects land in Leads; once they sign a lease and become tenants, they convert to People in the same migration or via Pipedrive's native lead conversion.

Each RealPage property record — name, address, unit count, property type — maps to a Pipedrive Organization. The property address becomes the Organization's address fields. Multiple unit types within one property become organization-level custom fields rather than separate records since Pipedrive Organizations don't have a sub-unit hierarchy.

Individual units within a property (unit numbers, bedroom counts, market rent) have no native Pipedrive object. We map unit inventory as custom fields on the parent Organization record — either as a multi-select list of unit identifiers or as JSON-encoded unit details. For complex portfolios, a separate Units custom object can be created if your Pipedrive plan supports custom objects.

Executed leases translate to Pipedrive Deals: lease start/end dates map to pipeline stage entry/exit, monthly rent becomes the Deal value, and the tenant person record links via a Deal Person link. The pipeline stage reflects lease status: 'Active Lease' → Won stage, 'Expired' → Lost stage, 'Renewal Pending' → a custom stage between. Lease terms and rider fields migrate as custom deal fields.

If you want to track prospect-to-lease progression in Pipedrive, we create a lease pipeline with stages mirroring RealPage's prospect lifecycle: Inquiry, Touring, Application Submitted, Lease Signed, Move-In Complete. Each RealPage prospect status value maps to a corresponding pipeline stage via value mapping. You can also create separate pipelines for different property types.

RealPage work orders map to Pipedrive Tasks with Type='Maintenance'. The task subject carries the work order description, due date reflects the scheduled completion, and the task owner resolves to the assigned technician by email match. Original ticket priority (emergency, routine, preventive) maps to a custom priority field on the task. Work order history and resolution notes migrate as linked Notes.

RealPage tenant communication history (call summaries, email threads, note entries) migrates as Pipedrive Notes linked to the Person record. Original timestamps and author information are preserved. Rich-text formatting in RealPage notes converts to plain text during extraction. Parent record links (contact, property, unit) are mapped to Pipedrive's note-entity association.

Rent payments, recovery charges, and accounting ledger entries have no Pipedrive equivalent — Pipedrive is a CRM, not a property accounting system. We export the transaction history as a reference CSV and link it to the relevant Lease Deal record as an attachment. Accounting reconciliation remains in RealPage or transfers to a dedicated accounting platform like Yardi, AppFolio, or Buildium.

RealPage staff assigned as property managers and leasing agents resolve to Pipedrive Users by email address match. If an agent exists in Pipedrive, their email is the lookup key. If not, they're flagged as an unmapped owner and assigned to a fallback Pipedrive user or invited before the migration runs. Unmatched owners do not cause migration failure — records land under a designated fallback.

RealPage property-level custom fields (amenity flags, pet policies, renovation dates, inspection scores) need corresponding Pipedrive custom fields on the Organization object. We create these before migration using the field name as the display label and matching the data type (checkbox, text, date, or pick-list). Custom field keys are auto-generated by Pipedrive as hashes — we handle the mapping registration.

RealPage screening data (credit score range, approval status, income verification) migrates to custom fields on the Person record. Since this is sensitive data, we flag the fields as requiring restricted visibility in Pipedrive's permission settings post-migration. The raw screening report file, if stored in RealPage, re-uploads to Pipedrive Files linked to the Person.