Migrate from RETAINUSER CRM to Freshsales

RETAINUSER Contacts map directly to Freshsales Contacts for records that represent qualified buyers or customers. Standard fields (name, email, phone, address) migrate 1:1. Custom properties on RETAINUSER Contacts require field-level mapping to Freshsales custom contact fields. Any RETAINUSER Contact that represents an unqualified prospect may instead map to Freshsales Lead based on the scoping split rule.

RETAINUSER Leads (captured via Facebook Forms, WhatsApp, or manual entry) map to Freshsales Leads. Lead source, lead status, and assignment owner preserve. Freshsales Lead fields map to contact fields during Lead conversion, so we flag any custom RETAINUSER lead fields that need corresponding custom fields in Freshsales before conversion can complete cleanly.

RETAINUSER Company records map to Freshsales Accounts. The contact-to-company linkage exports as an association table and reconstructs in Freshsales as Account-Contact relationships. If the destination uses only Contacts without linking Accounts, we merge company field values into the Contact record and flag this decision during scoping.

RETAINUSER Deals map to Freshsales Deals with stage, value, currency, owner, and expected close date preserved. Pipeline stages extract from RETAINUSER's pipeline configuration and map to Freshsales deal stages. We flag any Deals without a linked Contact or Account as orphaned and surface them for the customer's admin to resolve before final cutover.

RETAINUSER's multiple configurable pipelines extract as stage order, stage names, and win/loss criteria. Each RETAINUSER pipeline maps to a Freshsales Sales Process with corresponding stage values. Stage probability percentages migrate from RETAINUSER to Freshsales stage probability fields. We configure the Sales Process in Freshsales before Deal migration begins.

Activity history exports as chronological entries with timestamps and owner attribution. Emails and calls map to Freshsales Tasks with subtype and duration fields. Meetings map to Freshsales Events with start time, end time, and location. Notes migrate as note content linked to the parent Contact, Account, or Deal. Freshsales API rate limits (1,000 per hour on Growth tier) govern chunking strategy for high-volume activity migrations.

Email templates export as reusable assets with bodies, subject lines, and RETAINUSER merge field placeholders. We transform placeholder syntax to Freshsales liquid tag syntax (e.g., {{first_name}} in RETAINUSER to {{contact.first_name}} in Freshsales). Template-to-contact associations do not preserve; templates are migrated as content, not as sent history.

SMS and WhatsApp templates export as text-based assets. We map character limits to Freshsales messaging constraints and flag any templates that exceed the destination's length limits. Template associations to contacts are not preserved; the customer recreates template assignments in Freshsales workflows post-migration.

Custom fields on Contacts, Companies, and Deals require field-level mapping including field type, picklist values, and default values. We extract the full RETAINUSER custom field schema, pre-create corresponding custom fields in Freshsales (respecting plan-tier limits on custom field counts), and map picklist values explicitly. Any custom fields not supported by Freshsales surface as configuration decisions during scoping.

RETAINUSER user records carry name, email, role, and team assignment. We map users to Freshsales Users by email match. Inactive RETAINUSER users are flagged for archival rather than migration as active seats. Owner references on Deals and Activities resolve to Freshsales User records after the user mapping is validated.