Migrate from Timefold to HighLevel

Timefold members (users within a tenant) who are also customer-facing records map directly to HighLevel Contacts. Member email, name, phone, and role within the Timefold tenant become Contact standard fields. Member ID is preserved as a custom field for traceability and delta-run de-duplication.

Timefold's multi-tenant architecture (one installation holding multiple tenants, each with its own members and models) maps conceptually to HighLevel's Agency-level account with multiple sub-accounts. If multiple Timefold tenants exist for different business units, each becomes a separate HighLevel sub-account. Tenant-level metadata (tenant ID, name) is preserved as a custom field on each record.

If Timefold stores customer or site entities as problem facts (e.g., service locations for field service routing), those map to HighLevel Companies. Company name, address, and contact information transfer as standard Company fields. Parent-child hierarchies within Timefold map to HighLevel's Company hierarchy via the Parent Company field.

Timefold planning models (Field Service Routing, Employee Shift Scheduling, Pick-up and Delivery Routing) are algorithmic constructs with no HighLevel equivalent. Model names and configuration metadata are exported as notes attached to a custom object 'Timefold_Planning_Model' for documentation purposes. The optimization logic itself cannot migrate and must be replaced by HighLevel Workflow automation or manual scheduling processes.

Timefold planning entities (shift assignments, customer visits, route stops) carry scheduling metadata (start time, end time, technician assigned, skill requirements, constraint status). These map as records in a custom object 'Timefold_Schedule_Reference' with fields for original plan date, assigned resource, location, and score status. They are reference data — they do not recreate Timefold's solver output inside HighLevel.

Timefold's problem facts describe the resources being scheduled — technicians with skill profiles, vehicles with capacity, service locations with time windows. Technician profiles merge into a HighLevel Contact record with a 'Technician' tag and custom fields for skill set, working hours, and service territory. Vehicles and service locations that exist as separate entities in Timefold map to a custom object 'Timefold_Service_Resource' linked to the Contact.

Timefold's constraint scoring (e.g., '0hard/-257medium/-6119520soft') reflects how well a plan satisfies business rules. This is a solver output with no CRM equivalent. We preserve the last-known score for each planning run as a custom field on the schedule reference object — purely as historical record. The scoring logic itself cannot migrate to HighLevel's Workflow model.

Timefold activity logs (API calls, solver runs, plan updates) map to HighLevel Tasks. Original timestamps, assigned member (mapped to HighLevel user by email), and activity type are preserved. HighLevel's Task object supports status, priority, due date, and user assignment — all populated from the Timefold activity record.

Notes attached to Timefold planning models, entities, or tenants migrate as HighLevel Notes linked to the corresponding Contact, Company, or Custom Object record. Rich-text formatting is preserved. Original create date is preserved as a custom datetime field since HighLevel's CreatedDate reflects the migration timestamp.

Timefold planning entities can carry custom data beyond standard fields. Each custom field on a Timefold entity is evaluated: if a HighLevel equivalent exists (e.g., a text field for technician ID), it maps directly; if no equivalent exists, a HighLevel custom field is created on the target object and populated. HighLevel enforces up to 10 unique fields per custom object and a hard cap of 10 custom objects per sub-account.

Timefold API keys and integration credentials associated with a tenant or member are exported as encrypted notes in HighLevel for reference during the transition period. They cannot be used inside HighLevel's environment and should be formally decommissioned after migration is fully confirmed and validated. Any active integrations should be recreated using HighLevel API credentials once migration is complete.

Timefold member tags (e.g., 'admin', 'scheduler', 'field-technician') and entity labels migrate directly to HighLevel Tags on the corresponding record. HighLevel's tag model supports multiple tags per record with no limit on tag count. Tags are preserved for segmentation purposes inside HighLevel's SmartLists, Workflow triggers, and reporting filters.