Migrate from SalesCaptain to Freshsales

SalesCaptain Contacts with an active lead status property map to Freshsales Lead; Contacts without lead status map to Freshsales Contact. We compute the split at migration time using SalesCaptain's lead/contact distinction, preserve any original contact ID in a custom field for audit, and map email and phone as the primary identifiers for deduplication. If SalesCaptain does not expose a clear lead flag, we default to Freshsales Contact and flag the record for manual lead conversion review post-migration.

SalesCaptain Company records map directly to Freshsales Account. The company name, domain, address, and custom properties migrate as standard and custom Account fields. Account is created before any Contact import so that the Account lookup relationship is satisfied at Contact insert. Multi-location support in SalesCaptain maps to Freshsales Account with multiple address records.

SalesCaptain Deal records map to Freshsales Deal with deal name, amount, stage, close date, and owner preserved. The SalesCaptain pipeline stage maps to Freshsales Deal stage using a stage-mapping worksheet agreed upon during scoping. Custom properties on Deals migrate as Freshsales custom fields on the Deal object.

SalesCaptain conversation threads export as activity records with timestamps, participants, and message content. We map message threads to Freshsales Tasks (for action-oriented entries) and Notes (for conversation summaries), preserving the original timestamp as Activity Date. Channel type (SMS, voice, chat) is stored in a custom field on the Task or Note record. Long conversation threads may be condensed into a single Note with a message count summary to avoid overwhelming the activity timeline.

SalesCaptain custom field definitions export as JSON schemas alongside field values. We create equivalent custom fields in Freshsales for Leads, Contacts, Accounts, and Deals during the schema setup phase. Type coercion is applied where necessary: SalesCaptain date-only fields that import as datetime are normalized, multi-select picklist delimiters are normalized to Freshsales format, and boolean fields map to Freshsales checkbox fields.

SalesCaptain user records export with name, email, role, and assignment data. We match users by email against Freshsales User records. Any SalesCaptain Owner without a matching Freshsales User goes to a reconciliation queue for the customer's admin to provision before record import resumes. Owner assignment on migrated records requires mapping SalesCaptain owner IDs to Freshsales Owner IDs.

SalesCaptain communication channel profiles (phone numbers, messaging accounts) export as metadata. Freshsales does not have a native Communication Channel Profile object, so we flag channel availability as custom properties on the Contact or Lead record (for example, sms_enabled and voice_enabled as checkbox fields) and note any channel-specific routing rules in a Migration Notes document for the customer's admin to address manually.

SalesCaptain workflow automation rules do not export via API. We document every active rule during discovery using a Workflow Inventory worksheet that captures trigger conditions, filter logic, and actions. The customer rebuilds these rules in Freshsales Workflows post-migration. This is standard scope for all CRM migrations and is not included in the data migration deliverable as executable code.