Migrate from ActiveCollab to monday Work Management

ActiveCollab Projects map to monday.com Boards. Each ActiveCollab project becomes a monday.com board within the designated Workspace. Project metadata (category, status, budget, owner) migrates as board-level data or custom columns depending on the destination plan. We preserve the project start and due dates as Date columns on the board. ActiveCollab project templates become monday.com board templates with a naming convention indicating template origin.

ActiveCollab Tasks map to monday.com Items. Task name, description, due date, assignee, priority, and labels migrate to the corresponding Item columns. ActiveCollab task status (e.g., Not Started, In Progress, Complete) maps to the monday.com Status column with color-coded labels configured to match the source project's status scheme. Task order within ActiveCollab task lists is preserved as item position within the board group.

ActiveCollab Subtasks map to monday.com Subitems. The parent Task to Subtask relationship is preserved by linking each subitem to its parent item. Subtask name, assignee, due date, and completion status migrate to subitem columns. monday.com supports unlimited nesting depth for subitems. Note that subitem automations use a different trigger model than parent-item automations after monday.com's April 2026 infrastructure migration; we document this difference in the automation handoff inventory.

ActiveCollab Discussions are threaded comment threads attached to Projects or Tasks. monday.com does not have a native threaded discussion object. We flatten each discussion thread into the Item's Updates column as chronological entries with the original author, timestamp, and content preserved. Thread hierarchy is lost; replies appear as sequential entries. If the customer requires threaded conversation structure, we recommend a separate documentation integration (Notion, Confluence) post-migration.

ActiveCollab Notes are free-form text records pinned at the Project level. We map them to a Text Column on the board (as a board-level or group-level item) or migrate them as structured text content in a dedicated Doc integration. Some customers prefer to preserve Notes as a separate document board with one item per note; we confirm the preferred strategy during scoping.

ActiveCollab Time Entries carry job type, billable flag, duration, date, and linked task. monday.com's native time-tracking column captures duration and assignee but does not natively support job type or billable flags at the same granularity. We map time entries to monday.com's Time Tracking column with duration, and we create additional numeric columns for billable hours and job type classification. Stopwatch-captured entries migrate as completed time records with the original duration preserved.

ActiveCollab Expense records include amount, category, date, and receipt attachment reference. monday.com has no native expense management. We map expense amount to a Currency or Number column on the item, expense category to a Status or Dropdown column, and receipt attachment to the Files column or a linked attachment. For customers requiring full expense reporting, we document the integration path to an expense management tool.

ActiveCollab invoicing is a Pro+ tier feature with no direct monday.com equivalent. We migrate invoice record metadata (client, amount, status, date, line items) as structured data in a dedicated Invoices board with columns for invoice number, client, amount, status, and date. The customer rebuilds invoice generation in a dedicated billing tool (FreshBooks, QuickBooks, Stripe, or monday.com's billing integration) post-migration. Invoice PDFs migrate as file attachments linked to the corresponding Invoice board item.

ActiveCollab Members (paid seats) and Clients (free collaborators) map to monday.com Team Members. We match by email address. ActiveCollab role-based permissions (Admin, Member, Client) map to monday.com Guest, Member, or Admin roles. Archived users migrate with their archived status preserved as an additional column so the customer can review and reactivate as needed.

ActiveCollab Labels are tag strings applied to Tasks and Projects for filtering. We preserve the full label vocabulary and reapply label assignments to migrated items. monday.com Tags are a platform-level tagging system; we ensure tag names match exactly. Some destination boards may require pre-creation of tags before bulk item import; we handle this as a pre-import configuration step.

ActiveCollab supports finish-to-start task dependencies with automated downstream date updates when a dependent task shifts. monday.com's Dependencies column captures the predecessor-successor relationship but does not auto-propagate dates. We preserve the dependency graph by mapping each ActiveCollab dependency to a monday.com Dependencies column entry, and we flag the absence of automatic date recalculation as a configuration note for the customer's admin to review post-migration.

ActiveCollab recurring tasks use a recurrence rule defined at creation. We migrate the recurrence rule as structured data in a Recurrence column on the item, and we generate the task instances that exist at migration time as discrete items. The recurring-rule editing capability does not have a direct monday.com equivalent; we document the recurrence pattern in the handoff so the customer's admin can set up monday.com automations with recurrence triggers to replicate the original behavior.

ActiveCollab files are uploaded via a UUID-referenced endpoint and attached to tasks, projects, or notes. We download all attachments to our staging storage, validate file integrity, and re-upload them to monday.com's Files column during import. Each attachment is linked to the correct item by matching the source UUID to the migrated item record. Large file batches (>500 attachments) require chunked upload sequencing to respect monday.com API rate limits.

ActiveCollab automations are trigger-action rules (e.g., when task assigned, notify user X). We do not migrate automations as executable code because ActiveCollab's automation model and monday.com's automation model are structurally different. We capture every ActiveCollab automation configuration as a structured record including trigger type, conditions, and actions, and we deliver a written automation inventory document that maps each ActiveCollab rule to the equivalent monday.com automation trigger and action blocks. The customer's admin rebuilds the automations in monday.com's automation builder post-migration.