Migrate from RunSensible to HighLevel

RunSensible clients map directly to HighLevel Contacts. Every client record carries name, email, phone, address, and owner assignment. Primary matter associations attach to the Contact record via a custom field or association, preserving the client-matter link from RunSensible. All standard contact fields transfer directly, and any custom properties on the client record are captured as custom fields on the HighLevel Contact.

RunSensible matters have no direct HighLevel equivalent — HighLevel's standard Opportunities use a pipeline-stage model, not a legal matter structure. We create a 'Matter' Custom Object with fields for matter name, type, status, open date, statute of limitations, and opposing counsel, linked to the Contact record via a custom relationship field.

Client address fields (street, city, state, postal code, country) map to HighLevel Contact address fields. If the client record in RunSensible holds both mailing and physical address variants, we map both to separate address slots on the Contact record. HighLevel supports multiple address types per Contact, so address data from RunSensible transfers completely without requiring data consolidation or manual re-entry.

RunSensible staff user records map to HighLevel users. Staff names, emails, and role assignments resolve by email match. Unmatched staff are flagged before migration — either invited to HighLevel first or assigned a fallback owner for their records. Role-based permissions from RunSensible do not transfer directly and must be reconfigured in HighLevel's user management settings post-migration.

RunSensible invoices include line items, totals, payment status, and IOLTA trust mapping. These map to a 'Billing Record' Custom Object or to Opportunity records keyed by matter, with invoice status and amount fields. Trust account transactions require separate custom fields since HighLevel lacks native IOLTA reconciliation.

Billable time entries contain date, duration, description, billing rate, and matter link. We map these to a 'Time Entry' Custom Object linked to both the Contact and the Matter Custom Object, preserving original timestamps, attorney name, and billing rate for reconstruction in HighLevel's reporting.

RunSensible documents attached to clients or matters download and re-upload to HighLevel. Files attach to the Contact record or the Matter Custom Object depending on their original context. HighLevel's 25MB per-file limit applies; oversized files are flagged for split handling.

RunSensible calendar events map to HighLevel Appointments, preserving original start/end times, attendee list, and linked matter or client. Recurring appointment series are preserved as a custom field noting the recurrence pattern for manual recreation in HighLevel Calendars. Timezone information transfers with each appointment, ensuring that event timing remains accurate across the platform migration.

RunSensible email logs and internal notes map to HighLevel Notes on the Contact or Matter Custom Object. Original timestamps and author information are preserved. Rich-text formatting in RunSensible notes is rendered as plain text in HighLevel Notes. Any attachments linked to notes in RunSensible are migrated separately as file attachments on the corresponding Contact or Matter record.

RunSensible tasks map directly to HighLevel Tasks. Task name, description, due date, priority, and status transfer. Task-to-matter linkage is preserved via a custom field pointing to the Matter Custom Object ID so attorney assignments can be reconstructed. Completed task history transfers in full, maintaining the audit trail for matter-related work completed in RunSensible.

RunSensible matter custom fields — such as court jurisdiction, opposing counsel, case type, or insurance carrier — map to fields on the Matter Custom Object. Each custom field is created in HighLevel under the correct object before migration runs, and the original field type (text, picklist, date, checkbox) is preserved.

RunSensible conflict check records (screening history, checked parties) have no HighLevel equivalent. We preserve the conflict check date and outcome as a custom field on the Contact record for reference, and note that future conflict checks must be run manually within HighLevel or via a third-party integration.