Migrate from RETAINUSER CRM to HighLevel

RETAINUSER captures leads via Facebook Forms, WhatsApp, and manual entry. GoHighLevel has no separate Lead object; all prospects live as Contacts. We migrate RETAINUSER Lead records as GoHighLevel Contacts, preserving lead source, lead status, and assignment owner. The lead-to-contact distinction is stored as a custom field on the GoHighLevel Contact (e.g., original_record_type__c) for reporting segmentation after migration.

RETAINUSER Contact records map 1:1 to GoHighLevel Contacts. Standard fields (first name, last name, email, phone, address) migrate directly. Custom properties on RETAINUSER Contacts require field-level mapping; we extract the custom field schema including field type and picklist values, then pre-create GoHighLevel Contact custom fields of matching type before import. GoHighLevel locks field type at creation, so this must be resolved in the schema design phase before any data loads.

RETAINUSER Company records map to GoHighLevel Organizations. The Organization is created before Contact import so that the Organization ID field can be populated on each Contact during the Contact load phase. Contact-to-company linkage is preserved by exporting RETAINUSER's association table and reconstructing it as Organization ID references in GoHighLevel. If RETAINUSER Company records lack an assigned contact, the Organization migrates independently and the association is rebuilt where a contact-company relationship is established by the customer during reconciliation.

RETAINUSER Deals map to GoHighLevel Opportunities. Each RETAINUSER pipeline becomes a GoHighLevel Pipeline, and each stage within that pipeline becomes a GoHighLevel Stage. Deal fields (value, currency, owner, expected close date, stage) map to Opportunity equivalents. Stage names require explicit mapping because RETAINUSER stage names differ from GoHighLevel stage names; we extract the full stage name list during discovery and configure the GoHighLevel pipeline with matching names or equivalent stages per the customer's preference.

RETAINUSER supports multiple pipelines with configurable stages. We extract the full pipeline configuration including stage order, stage names, stage probabilities, and win/loss criteria. Each RETAINUSER pipeline becomes a GoHighLevel Pipeline created under the Opportunities section before Deal migration begins. GoHighLevel pipelines are configured in Settings > Opportunities > Pipelines, and the Opportunity record references the correct Pipeline ID at insert time.

RETAINUSER email engagements (logged emails against a Contact or Deal) migrate to GoHighLevel Notes attached to the relevant Contact. We preserve email subject, body content, sender, recipient, and timestamp. The Note body carries the email text. Notes are linked to the Contact via the Note's contact association. If the email is associated with a Deal, the Note is linked to the associated Opportunity's Contact record for traceability.

RETAINUSER call logs migrate to GoHighLevel Tasks with a call disposition field. We preserve call duration, call outcome, owner, and the original timestamp as the Task's due date. The Task is linked to the Contact who was the call subject. Call recording URLs stored in RETAINUSER are noted as a custom field reference for the customer admin to re-link if the recording storage system supports post-migration URL updates.

RETAINUSER meeting logs migrate to GoHighLevel Tasks with meeting details preserved in the task description. Meeting title, attendees, date, and location map to task fields. The Task is linked to the relevant Contact. If RETAINUSER stores attendee email addresses, we include them in the task notes for the GoHighLevel admin to re-invite in the new calendar integration post-migration.

RETAINUSER standalone notes (not attached to an engagement type) migrate to GoHighLevel Notes linked to the relevant Contact or Organization. Note content migrates as plain text. Attachments on notes are exported as individual files and re-uploaded to GoHighLevel as file attachments on the relevant record. Note timestamps are preserved to maintain the activity timeline sequence.

RETAINUSER Users map to GoHighLevel Users by email match. We extract all distinct owners referenced on Contact, Company, Deal, and Activity records and cross-reference against GoHighLevel User accounts by email address. Users without a matching GoHighLevel account go to a reconciliation queue for the customer's admin to provision before the migration window. Inactive RETAINUSER users are flagged for archive rather than active-seat migration.