Migrate from VaultRE to HighLevel

VaultRE contacts (buyers, sellers, tenants, landlords) map directly to HighLevel Contacts. A single VaultRE contact can hold multiple role types — these map to a combination of HighLevel tags (e.g., 'buyer', 'seller') and a custom multi-select field (Contact_Roles__c) so the contact record retains all roles without duplication.

VaultRE contact-specific fields tied to real estate roles (e.g., 'buyer_stage', 'rental_enquiry_status') map to HighLevel custom fields on the Contact record. These require creation in HighLevel before migration — we deliver a custom field specification sheet based on VaultRE's field group configuration.

VaultRE company records (agency offices, supplier companies) map to HighLevel Companies. Company-to-contact associations in VaultRE (where a contact is linked to an agency) map to HighLevel's contact-company relationship. VaultRE's multi-office structure per agency account maps to separate Company records with an Office_Type__c custom field.

VaultRE property listings are not a standard HighLevel object — we create a Properties custom object in HighLevel with fields for listing status (Active, Under Contract, Sold, Leased), listing type (Sale, Rental, Commercial), price, address components, property type, and the original VaultRE listing ID. This is the most significant schema divergence in the migration.

VaultRE links contacts to property listings (e.g., a buyer linked to a property they inquired on). These N:N associations map to a Listing_Inquiries__c custom object in HighLevel that references both the Properties custom object and the Contact — preserving the relationship chain between prospect and listing.

VaultRE staff records (agents, property managers) map to HighLevel users by email match. Staff role and office assignments in VaultRE map to HighLevel user roles and sub-account access. Unmatched staff are flagged for manual HighLevel user creation before the migration commits.

VaultRE open-home and inspection records map to HighLevel Appointments created via the Calendar feature. Listing-linked inspections generate HighLevel calendar events with the associated Properties custom object record linked as a reference. Inspection attendee check-in data from VaultRE migrates as Contact tags and a custom Checkin_History__c text field to preserve a record of who attended each open home or property inspection.

VaultRE tasks and activity log entries map to HighLevel Tasks. Original timestamps, assigned owners (resolved by email match to HighLevel users), and task subject lines are preserved. Task status values map via a value-mapping table from VaultRE's task states to HighLevel's task status options.

VaultRE notes attached to contacts or properties migrate to HighLevel Notes linked to the corresponding Contact, Company, or Properties record. Document attachments from VaultRE re-upload to HighLevel Files with the original file name and VaultRE attachment ID preserved in a Source_Attachment_ID__c custom field for traceability, audit trail, and delta-run de-duplication purposes.

VaultRE trust account transactions have no native equivalent in HighLevel — we create a Trust_Entries__c custom object to preserve the ledger entries (transaction date, amount, description, contact reference) as reference records. Actual trust accounting must be handled in a dedicated property trust accounting tool post-migration.

VaultRE custom database fields (created under Settings > Database Fields) with types Date, Checkbox, Text, and Drop-down Selection each require a corresponding custom field in HighLevel. Drop-down selection fields with up to 30 options map to HighLevel pick-list custom fields. We generate the full custom field specification from VaultRE's field group export.

VaultRE marketing campaigns and ad source tracking do not migrate — HighLevel handles outbound communication through Workflow automations and campaign tools that are architecturally different. We export campaign definitions as a reference document for rebuilding in HighLevel's Workflow Builder and Campaign Manager.

VaultRE automation triggers (event-based conditions on contacts and properties) have no direct equivalent in HighLevel. HighLevel's Workflow Builder achieves similar results through trigger-action sequences but requires manual rebuild. We export VaultRE's automation definitions including trigger conditions and actions as a rebuild reference for your HighLevel admin.

VaultRE's native integrations with Pricefinder, CoreLogic, REI Forms Live, and Office365 do not transfer to HighLevel. These connections must be rebuilt using HighLevel's API, Zapier/Make integrations, or HighLevel Marketplace apps. We document each active VaultRE integration for your team to reconfigure post-migration.