Migrate from VAIL-CRM to HighLevel

Discovery and active module identification

We audit the VAIL-CRM instance across all three modules (sales force automation, marketing automation, service automation) to identify which are active and which contain data. We extract a full list of Contacts, Companies, Deals, pipeline definitions, activity records, and custom field schemas. We contact Velosi Software to confirm API availability and export endpoints. We interview the customer to classify every custom field as Contact-level or Opportunity-level for GoHighLevel schema design. The discovery output is a written migration scope including record counts, field mapping, and a GoHighLevel schema design document.

GoHighLevel schema design and custom field creation

We configure the destination GoHighLevel account before any data import. This includes creating the pipeline definition with stages matching the VAIL-CRM pipeline structure, creating Contact custom fields for person-specific data, and creating Opportunity custom fields for deal-specific data. We apply the irreversible field-type decision (Contact vs Opportunity) at this stage. Sub-account structure is configured if the customer operates as an agency managing multiple client accounts. We validate the schema in GoHighLevel before proceeding to data extraction.

Data extraction and transformation

We extract data from VAIL-CRM using the confirmed API endpoints or CSV export fallback. Records are transformed to match GoHighLevel field types: multi-select fields reformat as comma-separated values in GoHighLevel picklists, date formats standardize to ISO 8601, and multi-channel source data (website, telephone, email, live chat, social media) maps to GoHighLevel tags or custom Contact fields based on the customer's preference. Marketing automation and service automation records are inventoried for the rebuild document rather than transformed for import.

Sandbox migration and reconciliation

For migrations exceeding 5,000 records, we run a sandbox migration into a GoHighLevel test environment. The customer reconciles record counts (Contacts in, Companies in, Opportunities in, Activities in), spot-checks 25-50 random records against the VAIL-CRM source, and validates that custom field values appear on the correct object (Contact or Opportunity). Schema corrections and mapping adjustments happen in the sandbox before production migration begins.

Owner reconciliation and User provisioning

We extract every distinct VAIL-CRM Owner referenced on Contact, Company, and Deal records and match by email against the GoHighLevel User table. Owners without a matching GoHighLevel User are flagged for the customer to provision. This step must complete before record import because Owner assignments are required on most standard objects in GoHighLevel.

Production migration in dependency order

We run production migration in record-dependency order: Companies first (to satisfy lookups), then Contacts (with CompanyId resolved), then Opportunities (with ContactId and OwnerId resolved), then activity history (Tasks, Notes, Emails via API batch insert with exponential backoff on rate limits). Each phase emits a row-count reconciliation report before the next phase begins. Custom objects for service automation or marketing data are migrated last if they have lookups to standard objects.

Cutover, validation, and automation rebuild handoff

We freeze VAIL-CRM writes during cutover, run a final delta migration of any records modified during the migration window, then enable GoHighLevel as the system of record. We deliver the marketing automation and service automation rebuild inventory document to the customer's admin team. We support a one-week hypercare window where we resolve reconciliation issues raised by the customer's team. We do not rebuild VAIL-CRM automations as GoHighLevel Workflows inside the migration scope; that is a separate engagement.