Migrate from Rubi CRM to Pipedrive

Rubi CRM Contacts map directly to Pipedrive Person records. Name, email, phone, and address fields migrate 1:1. Any custom contact properties discovered during the scoping export are created as Pipedrive custom Person fields before migration. We use email as the dedupe key to prevent duplicate Person records if the migration runs more than once. Owner resolution is by email match against Pipedrive Users.

Rubi CRM Company records map to Pipedrive Organization. Company name becomes the Organisation name, and website becomes the URL field. The Company-Contact relationship in Rubi CRM translates to a Person-Organisation link in Pipedrive. We import Organisations first so that the OrganisationId reference is satisfied when Person records are inserted. Name-matching resolves the relationship where no foreign key exists in the Rubi CRM export.

Rubi CRM Member is a distinct record type tied to the membership module. Member ID and membership status migrate as custom fields on the linked Pipedrive Person record. The original Rubi CRM Member ID is preserved in a custom text field rubi_member_id__c for audit traceability. We merge membership data into Person rather than Organisation because membership is typically tied to an individual rather than a business entity.

Membership start dates, end dates, and tier names map to Pipedrive custom date and text fields on the Person record. Rubi CRM does not export full subscription history in a single export pass, so we capture the most recent active membership period and flag any historical tiers in a notes field. The customer's admin receives a written record of all membership tier names for Pipedrive custom picklist creation before migration.

Rubi CRM deal records map to Pipedrive Deal. The deal name, value, expected close date, and owner migrate directly. Stage names, however, are user-defined custom fields stored against deal records in Rubi CRM, not a native pipeline object. We extract all distinct stage values during the scoping call, pre-create matching Pipedrive pipeline stages, and map stage values to the new Pipedrive stage IDs at migration time.

Each unique Kanban stage value from Rubi CRM becomes a Pipedrive Pipeline Stage. Stage order and probability percentages migrate if Rubi CRM stores them as fields; otherwise we configure reasonable defaults during pipeline creation. Stage color coding is preserved as Pipedrive stage colour metadata.

Rubi CRM Events with bookings tied to Contacts or Members map to Pipedrive Activity records linked to the Person. Event name, date, and booking status migrate as Activity subject, due date, and a custom status field. Seat-level attendance data requires a separate export run from the Events module; we treat this as a secondary export pass and append the attendance data as a Note attached to the Event Activity. Multiple event bookings for the same Person become individual Activity records.

Email interactions logged via the Rubi CRM Outlook plugin migrate as Pipedrive Activities linked to the Person record. Subject, body text, and timestamp migrate directly. Email thread threading from the original email client is not preserved because the Outlook plugin stores a flat activity record, not a threaded conversation. We flag thread-level gaps in the migration handoff documentation.

Rubi CRM Tasks migrate to Pipedrive Activity records with the same owner, due date, and status preserved. Task subject becomes Activity subject, status maps to the Pipedrive Activity status set, and owner resolution follows the same email-matching logic used for Contacts and Deals.

Rubi CRM custom fields per record type are discovered during the export scoping phase by reviewing field labels in the Rubi CRM admin panel. We create matching custom fields in Pipedrive — with the correct field type (text, number, date, picklist, boolean) — before any data import. Rubi CRM does not expose a schema API, so custom field discovery requires admin panel review or a test export run.

Rubi CRM's Report Builder exports flat data snapshots and its Audit log tracks user actions — neither contains transactional CRM records. These objects are point-in-time exports and do not represent a live data source suitable for migration. We do not migrate Reports or Audit Logs. The customer receives a written record of report field names and filter criteria for manual re-creation in Pipedrive.

Rubi CRM Owner references on Contacts, Companies, Deals, and Activities resolve to Pipedrive Users by email match. Owners without a matching Pipedrive User are held in a reconciliation queue for the customer's admin to provision the User before record import resumes. Inactive Rubi CRM owners are migrated as inactive Pipedrive Users with their records intact.