Migrate from SalesCaptain to HighLevel

Discovery and sub-account planning

We audit the SalesCaptain API scope: record counts for Contacts, Companies, Leads, Deals, Conversations, and Custom Fields; active workflow rules requiring documentation; and API token configuration. We review the destination GoHighLevel sub-account structure to determine whether the customer is using a single account, multiple sub-accounts per location, or an agency model with client sub-accounts. The discovery output is a written migration scope including the object inventory, destination sub-account routing plan, and a request for the SalesCaptain Workflow Inventory worksheet to be completed by the customer's admin before migration begins.

GoHighLevel pipeline and custom field configuration

We configure the destination GoHighLevel sub-account before any data arrives. This includes creating the pipeline and stage values that match SalesCaptain's active deal stages, provisioning all Contact and Opportunity custom fields with the correct field types (text, number, date, picklist, multi-select), and setting the deduplication rules. This phase uses GoHighLevel's UI or API depending on the field count. Configuration is validated in the destination sub-account before the first record is loaded.

Data extraction in batched API reads

We extract data from SalesCaptain using batched API reads against the Bearer token authenticated endpoints. Since no bulk export endpoint exists, we poll Contacts, Companies, Leads, and Deals in controlled batches of 100-500 records with retry logic and exponential backoff. Conversation history is extracted per contact to preserve the thread context. Custom field definitions are fetched separately and mapped to the destination custom field schema created in the previous step. We flag any records that fail extraction for manual review.

Deduplication and schema transformation

We apply deduplication logic against the extracted dataset before loading into GoHighLevel. Email-based duplicates are identified and flagged per the customer's preference. SalesCaptain Companies are split into Contact records with company properties merged. SalesCaptain Leads are merged into Contact records with lead-specific properties preserved as custom fields. Deal owner mapping resolves SalesCaptain owner IDs to GoHighLevel user IDs via the email crosswalk. This phase outputs a clean, schema-aligned dataset ready for GoHighLevel import.

Import and reconciliation

We load records into GoHighLevel in dependency order: Contacts first (with deduplication applied), then Opportunities with owner and contact lookups resolved, then activity history. Each phase emits a row-count reconciliation report comparing source record counts to destination record counts. We run field-level spot checks on 25-50 records per object type to verify data integrity. Any records that fail import due to validation rules or required field gaps are logged and retried after customer review.

Cutover, delta sync, and Workflow handoff

We freeze SalesCaptain writes during cutover, run a final delta migration of any records created or modified during the migration window, then mark GoHighLevel as the system of record. We deliver the Workflow Inventory worksheet to the customer's admin with instructions for rebuilding automation rules in GoHighLevel's Workflow builder. We support a 48-hour hypercare window for reconciliation issues. Workflow rebuilds, reporting configuration, and training are outside standard migration scope and are available as separate engagements.