Migrate from Urban-Hawks to HighLevel

Technician records map directly to HighLevel Contacts. Email address becomes the unique identifier for owner resolution. If your Urban-Hawks setup stores technician IDs separately, these migrate as custom fields for traceability between systems. We also preserve the original hire date and status as custom datetime fields, enabling historical reporting in HighLevel without relying on system timestamps.

Urban-Hawks technician certifications and specializations have no native equivalent in HighLevel's standard Contact schema. We create a custom pick-list field (Technician_Certification__c) and populate it with your existing certification values. Role-based routing in HighLevel workflows can then reference this field. The field can be updated as technicians earn new certifications, maintaining current status in HighLevel.

Client company names, addresses, and contact details map to HighLevel Companies. Multi-location clients (multiple service sites in Urban-Hawks) become separate Company records in HighLevel, linked via the parent-company lookup if your data model supports it. Each Company record also retains the original client ID in a custom field to support future data reconciliation and delta syncs.

Urban-Hawks stores service addresses per work order. In HighLevel, addresses live on the Company record. If a client has multiple service locations, we create separate Company records and note the relationship in a custom field (Parent_Client__c) for reporting clarity. This approach preserves full address history and simplifies location-based reporting in pipelines.

Work orders map to HighLevel Opportunities with the pipeline representing your service workflow (e.g., Scheduled → In Progress → Invoiced → Closed). Work order amounts map to Opportunity Amount. We preserve the original work order number in a custom field (Original_Work_Order_ID__c) for audit continuity.

Each Urban-Hawks work order status (e.g., Pending, Assigned, Completed, Invoiced, Cancelled) maps to a corresponding HighLevel pipeline stage. We document the value map before migration and apply it consistently. Unmapped statuses default to a 'Legacy Status' stage your admin can reclassify post-migration.

AR session metadata (session ID, duration, technician, client link, issue resolved) migrates as a custom object (AR_Session__c) with a lookup to the parent Contact and Company. Actual AR video/image files cannot be transferred — we document the session ID and link path so your team can reference the source system if needed.

Urban-Hawks on-site invoice amounts and line items map to HighLevel Opportunity Amount and Opportunity Products. Invoice status (Paid, Outstanding, Refunded) becomes a custom pick-list field (Invoice_Status__c) on the Opportunity. HighLevel's native payments add-on can handle post-migration billing if you opt in.

The technician assigned to a work order maps to the HighLevel Opportunity Owner (resolved by email match against HighLevel users). If a work order had multiple assigned technicians, the primary assignee becomes OwnerId and additional technicians are stored in a custom multi-select field (Additional_Technicians__c).

Photos and documents attached to work orders in Urban-Hawks are re-uploaded to HighLevel Files and linked to the corresponding Opportunity record. File size limits (HighLevel default 25MB per file) apply; files exceeding this threshold are flagged for manual handling. We also verify file integrity after upload to ensure no corruption occurs during transfer.

Any custom fields unique to your Urban-Hawks configuration — such as device_type, headset_model, issue_category, or resolution_time — are created as custom fields in HighLevel on the appropriate object. We match field data types (text, number, date, pick-list) during the mapping phase to avoid import errors.

Urban-Hawks tags applied to technicians, clients, or work orders migrate as HighLevel Tags. Tags are preserved exactly as they appear in Urban-Hawks and can be used immediately for segmentation, filtering, and workflow triggers in HighLevel. They also sync with HighLevel's tag-based automation actions, enabling dynamic audience segmentation.