Migrate from Rubi CRM to Freshsales

Rubi CRM Contacts map directly to Freshsales Contacts. Name, email, phone, and address fields migrate 1:1. Any custom contact properties discovered during the export scoping phase are created as custom fields in Freshsales Admin Settings before the contact import phase begins. Email address serves as the dedupe key. The Rubi CRM Contact-Company relationship resolves to Freshsales Contact-Account lookup by Company name matching.

Rubi CRM Company records map to Freshsales Accounts. Business-level address, phone, and domain fields migrate 1:1. We create the Account before importing any Contact so that the Account lookup on Contact is satisfied at insert time. Company name is the dedupe key. Any Rubi CRM Company without a Contact relationship is created as a standalone Account.

Rubi CRM Member records are a distinct type tied to the membership module. We map Member ID and membership status fields but tier names and renewal dates require field-value mapping against Freshsales custom fields. During scoping we define whether Members become Freshsales Contacts (active, converted) or Leads (pre-qualification stage) based on the customer's membership lifecycle. We create a custom field rubi_member_id__c and rubi_membership_status__c on both Lead and Contact to preserve the original Member identity and status for audit and future segmentation.

Rubi CRM Membership records track individual subscriptions against Member profiles. Start date, end date, and tier name map to Freshsales custom date and picklist fields on the related Contact or Lead. Rubi CRM does not export full subscription history in a single pass; we run a separate export against the Membership module and join by Member ID to the Contact or Lead imported in the previous phase. Tier names from Rubi CRM are mapped to Freshsales picklist values during the scoping call so that the migration uses a controlled vocabulary rather than raw text values.

Rubi CRM Events are objects with bookings tied to Contacts or Members. We map event name, event date, and booking status to Freshsales Task or Appointment records attached to the resolved parent Contact or Lead. Seat-level attendance data requires a separate export run from the Events module and is imported as a multi-select picklist or custom number field on the related Task or Appointment. If the Rubi CRM export includes attendee details, we resolve each attendee email to a Freshsales Contact and create EventRelation-equivalent task relationships.

Rubi CRM Training records follow the same mapping pattern as Events. Training name, date, location, and booking status map to Freshsales Task or Appointment. Training-specific fields (trainer, duration, certification outcome) migrate as custom fields on the Task. We maintain the Training-to-Contact parent relationship by resolving the related Contact or Member email at migration time.

Rubi CRM uses a Kanban-style pipeline view where stage names are user-defined custom fields stored against deal records, not a native pipeline object. We extract the distinct stage values from Rubi CRM during scoping, configure matching stage names in Freshsales Deal settings, and map stage values to Freshsales StageProbability percentages during the mapping phase. The customer defines stage probability mapping during the scoping call. We do not migrate the visual Kanban layout as that is a UI configuration requiring rebuild in Freshsales.

Rubi CRM deals with stage values migrate to Freshsales Deals with the stage field set from the stage mapping defined in the configuration phase. Deal name, amount, expected close date, and owner map directly. Owner resolution uses email matching against Freshsales User records with a reconciliation queue for any Rubi CRM owner without a matching Freshworks user.

Email interactions logged via the Rubi CRM Outlook plugin are stored as Activities linked to Contacts. We export activity timestamps, subject, and body text. Thread-level email threading does not export in a usable format from Rubi CRM. We create a Note record in Freshsales with the subject as the Note title and body text preserved, linked via ContentDocumentLink to the parent Contact. Email metadata (timestamp, direction) migrates as custom fields on the Note.

Rubi CRM Tasks migrate to Freshsales Tasks with owner, due date, status, and priority preserved. Owner resolution uses email lookup against Freshsales User records. Task assignment migrates by resolving the Rubi CRM owner identifier to the Freshsales OwnerId at migration time. Open tasks import as Open status; completed tasks import with Completed status and the original completion timestamp.