Migrate from RETAINUSER CRM to Pipedrive

RETAINUSER Leads map directly to Pipedrive People. We preserve lead source, lead status, assignment owner, and any lead-level custom properties as Pipedrive Person custom fields. Pipedrive's optional Lead object is not used by default; Leads land as People to match RETAINUSER's primary contact model. If the customer requires a separate Pipedrive Lead object, we configure the Lead conversion settings during schema setup.

RETAINUSER Contacts map to Pipedrive People. In cases where a single Person record exists as both a Lead and Contact in RETAINUSER, we merge into a single Pipedrive Person record, preserving contact-level custom property values as custom fields on the Person. Email address serves as the dedupe key. Any Contact without an email address is flagged for manual review before import.

RETAINUSER Company records map to Pipedrive Organizations. The Organization record is created before any Person import so that the Organization-Person link (org_id on Person) is satisfied at insert time. We extract the association table linking RETAINUSER Contacts to Companies and reconstruct it as Organization-Person relationships in Pipedrive. Company address, domain, and industry fields map to their Pipedrive Organization equivalents.

RETAINUSER Deals map directly to Pipedrive Deals. We map RETAINUSER pipeline stages to Pipedrive stage names within the corresponding Pipedrive pipeline, preserving stage order and win/loss criteria. Deal value, currency, owner, expected close date, and stage status migrate as standard Deal fields. Deals without a linked Person or Organization are flagged during scoping; we resolve the association or create a placeholder Organization before migration.

RETAINUSER pipeline configuration (stage names, stage order, stage probabilities, win/loss criteria) is extracted as a structured specification. Each RETAINUSER pipeline becomes a Pipedrive Pipeline, and stages map to Pipedrive stages within that pipeline. Stage probabilities are mapped to Pipedrive stage probability values. If RETAINUSER uses multiple pipelines for different business lines, we configure corresponding Pipedrive pipelines with the appropriate stage sets.

RETAINUSER call logs migrate to Pipedrive Activities of type call. Call duration, disposition, direction (inbound/outbound), and timestamp migrate as custom activity fields. Activity is linked to the parent Person (and optionally Organization) by resolving the Person record via email or name match. Activity timestamps are preserved to maintain the chronological activity log in Pipedrive.

RETAINUSER email logs migrate to Pipedrive Activities of type email. Email subject, body, direction, and timestamp migrate as activity fields. We link each email activity to the correct Person record via email address resolution. Email content is stored as plain text; HTML formatting is stripped during the transform phase to match Pipedrive's activity content model.

RETAINUSER meeting records and standalone notes migrate to Pipedrive Activities. Meetings carry start time, end time, and location; notes carry text content and timestamp. Both link to the parent Person or Organization. We resolve the parent record by email or name match at migration time. Meeting attendees from RETAINUSER are recorded in a custom activity field rather than as Pipedrive Participant records, which are not available on all Pipedrive tiers.

RETAINUSER user records map to Pipedrive Users by email address. We extract every distinct owner referenced on Deals, Leads, Contacts, and Activities and match by email against the destination Pipedrive User table. Any RETAINUSER owner without a matching Pipedrive User is placed in a reconciliation queue for the customer's admin to provision before record migration resumes. Inactive RETAINUSER users are migrated as inactive Pipedrive Users if their historical records need owner attribution preserved.

RETAINUSER custom fields on Contacts, Companies, and Deals require field-level mapping to Pipedrive custom fields. We extract the full custom field schema including field type, picklist values, and defaults. Picklist values are mapped to Pipedrive enum or set options. Note that Pipedrive's Required field enforcement (which blocks deal saves) is only available on Premium tier; on Growth tier only Important fields (highlighted without blocking) are available. We flag any required-field migrations that will hit tier constraints during scoping.

RETAINUSER file attachments stored against Contacts, Companies, or Deals are exported as individual files and re-uploaded to Pipedrive via the file attachment API. Attachments are handled in a separate batch after all record migration completes to avoid blocking the primary data load. Large files are chunked to stay within Pipedrive's attachment size limits. We map each attachment to the correct parent record (Person, Organization, or Deal) using the RETAINUSER attachment-to-record association table.