Migrate from Timefold to Pipedrive

Timefold employees have skills, availability windows, and shift assignments that have no Pipedrive native equivalent. We extract employee identifiers, skill sets, and historical utilization rates as custom fields on Pipedrive Person records. Pipedrive's built-in User model is used for deal ownership separately.

Field-service locations from Timefold map directly to Pipedrive Organizations. The location name, address, and geographic coordinates migrate as Organization fields. If Timefold stores client-billing codes, those become custom Organization fields. During migration we normalize address formatting, validate duplicates, and retain the original coordinates as custom double fields for geographic reference.

Each Timefold Visit represents a scheduled service event. We split the mapping: the visit's business context (client, service type, status) migrates as a Pipedrive Deal; the scheduled time window and completion timestamp migrate as an Activity attached to that Deal.

Timefold skill definitions (e.g., HVAC-certified, CDL-licensed) have no Pipedrive native object. We create a multi-select pick-list custom field on Person records to preserve which employees satisfy which service requirements. During migration we import the skill values, map them to pick‑list options, and set a default for employees without a defined skill. After migration the field can be edited in Pipedrive and used in filters and automation rules.

Timefold's constraint score (hard/medium/soft) and solution metadata are solver artifacts. We capture the final score and any critical constraint violations as custom fields on the associated Deal for auditability, but these do not map to Pipedrive's standard business logic. The custom fields are stored as integer or text values, are read‑only after insertion, and cannot trigger Pipedrive workflows. Teams should reference these fields only for compliance reviews.

In pickup-delivery or field-service models, vehicles and assigned routes exist in Timefold. These translate to a custom text field on the Organization or as a custom Deal field. Pipedrive has no native vehicle or route object. We recommend storing the vehicle identifier as a plain string and the route name or code in a separate custom text field, which can be referenced in filters or reports.

Timefold shift blocks map to Pipedrive Events with start/end times. Unassigned slots that represent available capacity become Pipedrive Tasks with a custom status field 'Unscheduled' to preserve the planning context. Each Event is linked to the relevant Deal or Organization, and the activity type is set to 'Shift' for simple filtering. Unscheduled Tasks can later be converted to scheduled Events as the schedule solidifies.

Timefold constraint rules (hard limits, fairness weights, demand thresholds) are solver configuration and do not have any representation in Pipedrive. These must be rebuilt as operational policies documented outside the CRM. We recommend creating a policy document that describes each rule, its rationale, and the expected business outcome. These policies can later be encoded in Pipedrive automation, such as task triggers or validation macros, when a suitable feature becomes available.

Timefold's multi-tenant architecture maps to a single Pipedrive account. If the migration spans multiple Timefold tenants, each tenant's data becomes a separate Pipedrive account with a shared organization hierarchy. This shared hierarchy allows cross-account reporting through linked Organizations while preserving data isolation per tenant. We configure each Pipedrive account with its own API token and user set to maintain clean security boundaries.

Changes to planning assignments — a shift reassigned, a visit rescheduled — are captured as timestamped Activities or Notes on the Pipedrive record, preserving the audit trail without overwriting the current state. Each change is logged as an Activity with type 'Reassignment' or 'Reschedule', linked to the Deal or Person, and includes the previous and new values for clarity. Notes can be added for commentary, providing a complete before‑after history.