Migrate from UPilot to Pipedrive

Discovery and active module scoping

We audit the source UPilot account across all active feature modules (Sales, Marketing, Support), record counts per object, custom field definitions, pipeline count and stage configurations, owner assignments, and engagement volume. We confirm which UPilot modules are paid and in active use, as the per-feature pricing model means disabled modules should not be migrated. We also document the UPilot 360-degree contact view layout to plan task-context extraction as separate Activity records. The discovery output is a written migration scope specifying which modules and object types are in scope, estimated record counts, and any UPilot features requiring manual handoff documentation.

Pipedrive account configuration

We configure the destination Pipedrive account before any data import. This includes creating Pipedrive Pipelines and Stages matching the UPilot pipeline structure, creating all custom fields on Person, Organization, and Deal objects with matching types and picklist values, setting up stage probability percentages from UPilot's forecast configuration, and provisioning Pipedrive Users for each UPilot Owner identified during discovery. Pipedrive's Essential tier through Enterprise tier feature differences are matched to the customer's functional requirements at this stage, particularly around custom field limits and API access requirements.

CSV extraction and database backup preparation

We extract data from UPilot using the platform's CSV export capability for standard objects, running exports in batches to cover large record sets. For enterprise accounts with database access provisions in their contract, we supplement CSV exports with direct database queries for faster extraction. We disable UPilot's two-way email sync before the final export window to prevent orphaned conversation threads. All exports are date-stamped and reconciled against record counts reported by UPilot's admin interface before transformation begins. The extraction output is a set of staging tables in our migration environment, ready for schema mapping.

Data transformation and association resolution

We transform extracted records to match Pipedrive's schema, including field-type conversion, picklist value mapping for dropdown fields, and email-format normalization. Association resolution runs before insert: Organization records are created first so that Organization IDs are available for Person records; Person IDs are resolved before Deal associations; Owner email addresses are matched to Pipedrive User IDs in a reconciliation table with any unmatched owners flagged for manual provisioning. Task context extracted from the UPilot 360-degree contact view is written as separate Activity records linked to the corresponding Person. A pre-migration deduplication pass identifies and flags duplicate Person records for the customer's review.

Test migration and reconciliation

We run a full test migration into a staging Pipedrive account using production-like data volumes. The customer's team reviews 25 to 50 randomly sampled records per object type, confirming field values, association links (Person-Organization, Deal-Person), and Activity records against the source UPilot data. We deliver a reconciliation report showing record counts per object, association counts, and any records skipped due to missing required fields. The customer approves the mapping and any remediation before we proceed to production migration.

Production migration, cutover, and handoff

We run production migration in dependency order: Organizations first, then Persons (with Organization ID resolved), Deals (with Person associations and Owner IDs resolved), Activities (Tasks, Notes, and linked engagement records), and finally custom field values. We coordinate a cutover window during low-activity hours, disable UPilot email sync, run a final delta extraction of any records modified since the test migration, then import into Pipedrive as the system of record. We deliver a written inventory of items that do not migrate: UPilot Workflows, Sequences, Marketing automation, Support ticket threading UI, Analytics dashboards, and meeting scheduler configurations. We provide a one-week hypercare window for reconciliation issues and do not include post-migration admin support or automation rebuild as standard scope.