Migrate from Rent Manager to HighLevel

Rent Manager tenant records map directly to HighLevel Contacts using a one-to-one relationship. Core tenant attributes including first name, last name, email address, phone number, physical address, and move-in/move-out dates transfer as standard Contact properties. For tenants who do not have an email address on file in Rent Manager, FlitStack creates a placeholder Contact record using the phone number as the primary identifier to ensure complete portfolio coverage. All migrated tenant records preserve the original Rent Manager creation timestamp for historical continuity in HighLevel reporting and activity timelines.

Property owners in Rent Manager map to HighLevel Companies. Owner name, address, and payment preferences migrate as company fields. Owners who are also individual landlords map to both a Company record and a Contact record linked via the Company relationship.

Rent Manager properties and buildings have no native equivalent in HighLevel's standard CRM. We create a Property custom object with fields for property name, type (single-family, multi-family, commercial), address, unit count, and owner link. Each Unit becomes a child record or a multi-select field depending on volume.

Units within a Rent Manager property (apartment numbers, suite identifiers) are merged into a units-list field on the Property custom object. For portfolios with fewer than 50 units per property, we use a text list. For larger portfolios, units become separate custom object records linked to the parent Property.

Rent Manager leases become HighLevel Opportunities. Lease terms (start date, end date, monthly rent, security deposit) migrate as custom fields on the Opportunity. The Opportunity stage reflects lease status (Active, Month-to-Month, Expired, Renewal Pending). Active leases map to a 'Active Lease' stage; expired leases map to 'Renewal' or 'Expired' stages.

Maintenance work orders from Rent Manager map to HighLevel Tasks. Task subject carries the work order description, due date carries the target completion date, and the assigned vendor or technician maps to a task assignee. Task status reflects the work order lifecycle (Open, In Progress, Completed, Cancelled).

Rent Manager vendors map to HighLevel Companies with a vendor-type tag. Vendor contact name, company name, phone, and email migrate. We tag all vendor Company records as 'Vendor' so they can be filtered separately from owner and tenant records in HighLevel's contact views.

Rent Manager prospects (prospective tenants who have not yet signed a lease) map directly to HighLevel Contacts. Prospect status, interest level, and referral source migrate as custom fields on the Contact record. Prospects with an associated property interest link to the Property custom object.

Rent payments, AR transactions, and the Rent Manager general ledger have no native equivalent in HighLevel. These records are exported as CSV files and delivered as a reference archive. Payments can be reconstructed in HighLevel as Opportunity Activity history or notes on the Contact record for manual reference, but the financial ledger structure does not migrate.

Rent Manager staff users are matched to HighLevel users by email address. Role and permission sets in Rent Manager (Property Manager, Technician, Accounting) are stored as tags or custom fields on the HighLevel User record, since HighLevel's role model is profile-based and not a direct match to Rent Manager's role hierarchy.

Lease documents, inspection photos, and tenant files from Rent Manager are exported and uploaded as HighLevel Notes or Files attached to the corresponding Contact, Company, or Opportunity record. We preserve the original filename and file type in the note body or as a file tag.

Any Rent Manager custom fields defined on tenants, owners, properties, or work orders are evaluated for HighLevel equivalents. Standard types (text, number, date, picklist) map directly as HighLevel custom fields. Complex custom fields that reference other Rent Manager entities are mapped as separate custom object records or stored as structured text for reference.