Migrate from VaultRE to Freshsales

VaultRE contacts with contact_type values 'buyer' or 'tenant' route to Freshsales Lead. The original VaultRE contact_type label is preserved as Lifecycle_Stage__c on the Freshsales record. Contacts without an email address are flagged before migration — Freshsales requires a valid email format on leads.

VaultRE contacts with contact_type values 'seller' or 'landlord' route to Freshsales Contact. Multi-role contacts (holding both a buyer and seller role simultaneously in VaultRE) create two Freshsales contact records — one per role — linked by a custom Source_Contact_Role_Group__c field to preserve the original relationship.

VaultRE property records map directly to Freshsales Deals. The property listing status (Active, Under Offer, Sold, Leased, Archived) maps to Freshsales Deal stage values. Property price becomes the Deal Amount field. Multiple VaultRE property listings attached to a single contact create separate Freshsales Deal records linked to that contact.

VaultRE properties with type='rental' include fields that have no native equivalent in Freshsales (weekly rent, bond amount, lease start/end dates). These fields migrate to a Rental_Details__c custom object created in Freshsales and linked to the corresponding Deal via a lookup relationship.

VaultRE field groups (e.g. 'Property Preferences', 'Finance Details') are recreated as Freshsales contact custom fields grouped under the same label in the form layout. Drop-down type fields with up to 30 options require manual option-set recreation in Freshsales after the migration schema is deployed.

VaultRE property field groups (e.g. 'Building Features', 'Land Details') translate to Freshsales Deal custom fields. Multi-paragraph text fields in VaultRE map to Freshsales long-textarea custom fields. Date fields retain their original DD/MM/YYYY format and are stored as Freshsales Date fields.

VaultRE staff records map to Freshsales users matched by email address. Active staff with email addresses create Freshsales user accounts. Staff without email addresses are mapped to a designated fallback user and flagged for admin review. Multi-office staff with cross-office access are assigned to the corresponding Freshsales Team.

VaultRE's multi-office architecture (unlimited offices per account) maps to Freshsales Teams, available on Pro and above plans. Each VaultRE office becomes a Freshsales Team with its own pipeline view. Agents assigned to multiple offices are added to multiple Teams. Office-level trust-account data does not migrate — Freshsales has no equivalent accounting ledger.

VaultRE inspection records (date, time, agent, property) migrate as Freshsales Tasks with Task Type='Inspection'. The linked property Deal ID is preserved in the Task's Related_To field. Open-home check-in logs map as Tasks with Type='Open Home', retaining original timestamps and agent owner.

VaultRE notes on contacts or properties migrate as Freshsales Notes linked to the corresponding contact or Deal. File attachments are re-uploaded to Freshsales Files, maintaining the original file name and content-type. VaultRE's watermarked photo attachments are preserved as-is before watermarking is reapplied.

VaultRE's unlimited trust accounts have no direct equivalent in Freshsales. Financial ledger data does not migrate. Trust-account balances and transaction history should be exported separately as CSV for your accounting team before migration. Freshsales is not an accounting system — if trust accounting is a core workflow, that gap must be addressed separately.

VaultRE marketing campaigns and their audience lists do not migrate to Freshsales Campaigns or any other object. However, the campaign names, original VaultRE campaign IDs, and contact association counts are preserved as custom reference fields (Original_Campaign_Name__c, Original_Campaign_ID__c, Campaign_Contact_Count__c) on each affected contact record, providing a complete rebuild reference for Freshsales Campaigns created manually or via Freshmarketer automation after migration completes.