Migrate from WorkBuddy to HighLevel

WorkBuddy contact records map directly to HighLevel Contacts. FlitStack resolves each contact's primary company via WorkBuddy's company association and links it to a HighLevel Company record. Unresolved companies create a placeholder Company in HighLevel before the contact record lands for further processing.

WorkBuddy company records map 1:1 to HighLevel Companies. WorkBuddy's multi-company configuration (supporting multiple trade entities) maps to multiple HighLevel Companies — or to HighLevel sub-accounts if the agency model is required, which is evaluated during discovery during the planning phase.

WorkBuddy Jobs map to HighLevel Opportunities using the Opportunity pipeline. Job name becomes Opportunity name; job amount or quoted value maps to Opportunity value; job stage (quoted, scheduled, completed, invoiced) maps to a matching HighLevel pipeline stage. Scheduling dates do not transfer — the calendar relationship must be rebuilt in HighLevel Calendars.

WorkBuddy job stages (New, Quoted, Scheduled, In Progress, Completed, Invoiced) map value-by-value to corresponding HighLevel pipeline stages. FlitStack creates the pipeline in HighLevel before migration and maps each stage explicitly. Probability and forecast category are applied per stage from HighLevel's defaults.

WorkBuddy asset records (equipment, inventory, facilities) have no native equivalent in HighLevel. We create a HighLevel Custom Object named 'Asset' with custom fields for asset name, type, serial number, status, and last-service date. Each asset links to its parent Contact or Company via a custom relationship field.

WorkBuddy timesheet entries (hours logged per technician per job) do not map to a standard HighLevel object. FlitStack creates a 'Timesheet Entry' Custom Object with fields for technician, date, hours, job reference, and billable flag. Entries link to the related Opportunity and Contact via relationship fields.

WorkBuddy safety and compliance records (site checklists, SWMS, induction logs) have no HighLevel equivalent. We create a 'Safety Record' Custom Object with custom fields for site name, job reference, checklist type, completion date, and outcome flag. Records attach to the relevant Opportunity or Company.

WorkBuddy subcontractors are contact records with a subcontractor flag and associated licence, insurance, and trade data. FlitStack maps them to HighLevel Contacts with a custom tag (Subcontractor) and stores trade type and licence number as custom fields. Their job assignments surface as Opportunity association notes.

WorkBuddy file attachments (photos, signed forms, job documents) re-upload to HighLevel Files and attach to the corresponding record. HighLevel's 25MB per-file limit applies. Inline images in notes are extracted, rehosted, and re-embedded. All uploaded files maintain the original filename and timestamp for auditability.

WorkBuddy owner and technician assignments resolve by email match against HighLevel users. Unmatched owners are flagged before migration — the team either creates a HighLevel user account or assigns records to a fallback user. Technician accounts that are WorkBuddy-only do not create HighLevel users automatically.

WorkBuddy custom fields on Jobs map to Opportunity custom fields in HighLevel (for simple properties) or to fields on the relevant Custom Object (for domain-specific data like trade type, certification requirement, or job cost breakdown). Each custom field is inventoried during discovery and created in HighLevel before import.

WorkBuddy workflows and scheduling automations do not migrate. They must be rebuilt in HighLevel's Workflow Builder. FlitStack exports WorkBuddy workflow definitions as a structured reference document so your HighLevel admin can reconstruct the logic manually or with agency support as needed.