Migrate from TOTUS Marketing to monday CRM

TOTUS Contact records map to Monday.com People. We discover the TOTUS contact object schema during scoping via direct API exploration, extract all named and custom properties, and translate each to a Monday People column. Name, email, phone, and address fields map to Monday's corresponding Person properties. Any TOTUS contact property with a picklist type maps to a Monday dropdown or status column. Contacts without a matching TOTUS company record map to People with no Organization link. We validate required Monday People fields (name and at minimum one contact detail) are populated before insert.

TOTUS Company or Account records map to Monday.com Organizations. Monday's Organizations are an optional CRM layer; if a TOTUS account has no associated contacts or deals, it may be migrated as a People-only record or skipped based on the customer's scoping preference. Organization name maps to the Organization's name field, website to the URL field, and industry to a custom column. Address and billing information from TOTUS maps to custom columns on the Organization board. We resolve the Organization reference on each Person record during migration to satisfy the Organization-Person relationship.

TOTUS Deal records map to Monday.com Deals. The TOTUS deal name, amount, stage, and close date map to the corresponding Monday Deal fields. TOTUS pipeline stages map to Groups within the Deals board, acting as the pipeline column. We create one Group per TOTUS pipeline stage value during board setup. TOTUS deal probability maps to a custom number column on the Deal since Monday does not natively track stage probability; the customer chooses whether to display it as a column or use it for reporting only.

TOTUS pipeline stage names and ordering translate to Group names within the Monday Deals board. We preserve the stage sequence from TOTUS by ordering the Groups in the same order as the source pipeline. If TOTUS has multiple pipelines, we evaluate with the customer whether to create separate Deals boards per pipeline or use a single board with multiple Group sets filtered by a pipeline identifier column.

TOTUS custom objects (discovered during API exploration) each become a dedicated Monday.com board. We enumerate every TOTUS custom object, its fields, data types, and any lookup relationships to standard objects, then recreate the equivalent board structure in Monday with matching column types. Any lookup relationships that reference a standard object (Contact, Company, Deal) are represented as a Connect boards column linking to the relevant CRM board. Custom object records are inserted after their parent board structure is deployed and validated.

TOTUS engagement records classified as notes migrate to the Updates section on the linked Monday Person or Deal item. Each update records the note body, timestamp, and the author (mapped to a Monday User if available or to a placeholder name if the owner cannot be resolved). This preserves the note within the relevant record's activity context in Monday rather than as a standalone item.

TOTUS tags or labels applied to contacts, accounts, or deals migrate as Monday Tags on the relevant item. Monday's tag model is flat and applied at the item level, so we map each distinct TOTUS tag to a Monday tag and apply all applicable tags to the migrated item. Tags with no matching items are skipped rather than creating orphan tag entries.

TOTUS owner or user references on Contact, Deal, and custom object records map to Monday.com User accounts. We match by email address. Any TOTUS owner with no corresponding Monday User account is placed in a reconciliation queue for the customer to provision the user before record import resumes. Owner assignments on migrated items are set to the matched User or left unassigned with a flag if the User does not yet exist in Monday.