Migrate from VaultRE to Pipedrive

VaultRE contacts map directly to Pipedrive People. All standard fields (name, email, phone, address) translate 1:1. Role-type flags (buyer, seller, tenant, landlord) become custom pick-list fields on the Person record, since Pipedrive has no native multi-role contact model. Historical communication notes and activity history also transfer, preserving the full contact timeline in Pipedrive.

VaultRE vendors who represent agencies are stored as contacts with an associated company. We split these into Pipedrive Person (agent name) linked to an Organization (agency name) via the person's organization_id field. This separation allows proper activity tracking per agent while maintaining agency-level reporting in Pipedrive Organizations.

A VaultRE property with listing_type = 'Sale' maps to a Pipedrive Deal. The deal title uses the property address. Property-specific attributes (bedrooms, bathrooms, property type, price) migrate as custom fields on the Deal. The listing ID from VaultRE is stored as a custom reference field.

Rental listings also map to Pipedrive Deals. A 'Listing Type' custom field on the Deal carries the value 'Rental' to distinguish from sale listings. Rental price, available date, and lease end date become custom Deal fields. This ensures rental-specific data remains searchable and reportable within Pipedrive's deal pipeline.

VaultRE allows one property to be both a sale and rental listing simultaneously. We split this into two Pipedrive Deals — one with listing type 'Sale', one with listing type 'Rental' — both referencing the same property address and original VaultRE ID for traceability.

VaultRE custom database fields on contacts (source of enquiry, contact type, landlord/tenant flags) require corresponding custom fields to be created in Pipedrive before migration. Field types translate: drop-down to pick-list, checkbox to boolean, text to text, date to date. All custom field definitions must be validated in Pipedrive sandbox before production migration.

VaultRE property-level custom fields (e.g. zoning, building approval status, inspection notes) map to Pipedrive Deal custom fields. Each custom field definition must be created in Pipedrive with matching type before values import. This includes any conditional visibility rules or dependency logic that may exist in VaultRE, which will need manual recreation in Pipedrive.

VaultRE open-home check-in events store attendee name, property, and check-in timestamp. These migrate as Pipedrive Activities of type 'Task' with the property address as the subject and original check-in datetime preserved. Automated reminders and follow-up tasks linked to these check-ins will need to be rebuilt in Pipedrive's automation builder post-migration.

Campaign response records in VaultRE migrate as Pipedrive Activities with a 'Campaign Response' label in the task subject. The linked contact and property are preserved via Pipedrive's person_id and deal_id on the activity. This maintains the complete campaign attribution history for each contact and property in Pipedrive.

VaultRE staff records resolve to Pipedrive users by email match. If a VaultRE staff member has no email (e.g. a deactivated account), their name is mapped to a fallback owner on migrated records and flagged for admin review. Active VaultRE licenses should be verified before migration to ensure all staff members have valid email addresses.

VaultRE's multi-office account model does not map to a single Pipedrive concept. We create a Pipedrive visibility group per VaultRE office branch and assign records to the appropriate group during migration. Multi-office scoping is done before the migration run. This ensures proper data isolation between branches from day one in Pipedrive.

VaultRE trust accounting records (rental ledgers, agent expenses, advertising invoices) have no Pipedrive equivalent. We export these as a structured CSV for reference and import into a dedicated accounting tool post-migration. They do not become Pipedrive records. The CSV export includes all original VaultRE IDs for audit trail purposes and reconciliation with Pipedrive Deals where applicable.