Migrate your RoboHead data
Marketing and creative project management platform built around request intake, approval workflows, and resource planning for in-house creative teams.
In its favor
Why people choose RoboHead
The signal that keeps RoboHead on the shortlist. Sourced from G2, Capterra, and customer scoping calls.
Creative request briefs and custom intake forms eliminate back-and-forth emails at project kickoff, saving marketing teams significant time on project scoping.
Workflow automation runs without requiring technical knowledge, letting project managers configure approvals and escalations directly in the tool.
Role-based and user-based rate tracking enables accurate resource allocation and billing across creative projects at scale.
DesignDrop file feedback integration lets external stakeholders annotate creative assets directly, streamlining review cycles inside RoboHead.
Customizable dashboards and reporting give creative leadership visibility into project status, team capacity, and work distribution.
Manual tagging for notifications forces users to remember who to include, creating miscommunication when team composition changes mid-project.
Contact users external to the organization cannot reliably view or interact with their assigned projects, blocking collaboration with agency partners or clients.
The task list lacks an outbox-style status indicator, making it difficult to identify which tasks have been submitted without drilling into each one individually.
Limited mobile app functionality reduces project visibility and task management for team members working outside the office.
Some fundamental features behave unexpectedly, requiring workarounds that slow down established team processes.
Reasons to switch
Why people leave RoboHead
The recurring reasons buyers give for replacing RoboHead. Presented as facts, not knocks.
Platform scorecard
Strengths, weaknesses, and where RoboHead fits
Grades across six dimensions, plus a SWOT-style view of where the platform shines and where it falls short.
SWOT — strengths, weaknesses, and use-case fit
Strengths
Weaknesses
Where it works
Where it struggles
Pricing tiers
RoboHead pricing overview
RoboHead is priced per user per month at $35 on the standard plan, with the vendor regularly promoting it at $50. Third-party reseller listings show starting prices around $10.99/user/month, suggesting negotiated or legacy pricing. There is no publicly documented free tier for full platform access.
RoboHead
Tier 1 of 2
$35/user/month (regularly $50)
What's included
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What gets migrated
RoboHead object support
Object-by-object support for RoboHead migrations. Per-pair details surface during scoping.
Projects
Fully supportedProjects are the central object in RoboHead. They carry fields for status, start/due dates, campaign associations, team assignments, and custom properties. Active projects, drafts, and archived projects are all queryable via the ListProjects API. We migrate them as-is and preserve pipeline stage mappings against the destination.
Campaigns
Fully supportedCampaigns are top-level organizational units in RoboHead, often grouping related Projects. The API returns campaignId and campaignName on Project records. We link migrated Projects to their parent Campaigns during import so the organizational hierarchy holds in the destination.
Requests
Fully supportedRequests are project intake forms submitted before a Project is created. Each Request has a form type, requester metadata, and a set of custom ListColumns representing the brief fields. We preserve all Request records and their custom field values, noting that destination CRMs typically fold this into a Project or Deal object.
Tasks
Fully supportedTasks belong to Projects and carry status, assignees, due dates, and role associations. The API supports Add, Update, and List operations. We migrate Tasks with their assignees and status intact, though destination pipeline stage mappings may require field mapping for workflows that reference task status.
Team Members (Users)
Mapping requiredUsers in RoboHead have email, name, role assignments, and optionally user-level billing rates. We map each User to the destination's equivalent (User, Employee, or Team Member object). Where RoboHead stores role-rates, we preserve these as custom fields or notes in the destination since most PM tools do not have a native parallel.
Task Roles
Mapping requiredTask Roles are organizational categories for work types (e.g., Designer, Writer, QA). RoboHead allows billing rates to be attached to roles instead of individual users. We map role names and rates to a custom Role/Rate field pair in the destination, since most platforms do not have a native role-rate concept.
Custom Fields
Mapping requiredRoboHead supports custom fields on Projects, Campaigns, and Requests via the ListColumns API. List-type fields return optionIds and display values. We discover all active custom fields during scoping, resolve their option lists, and build explicit field maps so dropdown values resolve correctly in the destination without orphaned references.
Attachments
Mapping requiredFile attachments on Tasks and Projects are stored in RoboHead's document management layer. We migrate file references and re-attach files to the corresponding records in the destination where supported. Large asset libraries may require batch transfer with retry logic. DesignDrop file annotations migrate as comments if the destination supports that object.
Notes
Fully supportedNotes on Projects and Tasks support @mentions and are stored as a structured object. We map Notes to the destination's comment or activity log. @mention user references are converted to @-mention format in the target platform where that feature exists.
Project Templates
Mapping requiredProjects can be saved as templates, optionally copying tasks, files, budget details, and team structure. When migrating Templates, we preserve the template structure and flag them as templates in the destination, noting that not all PM tools have a native template concept.
Workflow Automations
Not in this platformRoboHead's workflow automation rules (approval chains, status triggers, notifications) are not exposed via the public API. We do not migrate automations directly. During scoping we document each automation's trigger logic so the destination platform's workflow engine can be reconfigured manually post-migration.
| Object | Support | Notes |
|---|---|---|
| Projects | Fully supported | Projects are the central object in RoboHead. They carry fields for status, start/due dates, campaign associations, team assignments, and custom properties. Active projects, drafts, and archived projects are all queryable via the ListProjects API. We migrate them as-is and preserve pipeline stage mappings against the destination. |
| Campaigns | Fully supported | Campaigns are top-level organizational units in RoboHead, often grouping related Projects. The API returns campaignId and campaignName on Project records. We link migrated Projects to their parent Campaigns during import so the organizational hierarchy holds in the destination. |
| Requests | Fully supported | Requests are project intake forms submitted before a Project is created. Each Request has a form type, requester metadata, and a set of custom ListColumns representing the brief fields. We preserve all Request records and their custom field values, noting that destination CRMs typically fold this into a Project or Deal object. |
| Tasks | Fully supported | Tasks belong to Projects and carry status, assignees, due dates, and role associations. The API supports Add, Update, and List operations. We migrate Tasks with their assignees and status intact, though destination pipeline stage mappings may require field mapping for workflows that reference task status. |
| Team Members (Users) | Mapping required | Users in RoboHead have email, name, role assignments, and optionally user-level billing rates. We map each User to the destination's equivalent (User, Employee, or Team Member object). Where RoboHead stores role-rates, we preserve these as custom fields or notes in the destination since most PM tools do not have a native parallel. |
| Task Roles | Mapping required | Task Roles are organizational categories for work types (e.g., Designer, Writer, QA). RoboHead allows billing rates to be attached to roles instead of individual users. We map role names and rates to a custom Role/Rate field pair in the destination, since most platforms do not have a native role-rate concept. |
| Custom Fields | Mapping required | RoboHead supports custom fields on Projects, Campaigns, and Requests via the ListColumns API. List-type fields return optionIds and display values. We discover all active custom fields during scoping, resolve their option lists, and build explicit field maps so dropdown values resolve correctly in the destination without orphaned references. |
| Attachments | Mapping required | File attachments on Tasks and Projects are stored in RoboHead's document management layer. We migrate file references and re-attach files to the corresponding records in the destination where supported. Large asset libraries may require batch transfer with retry logic. DesignDrop file annotations migrate as comments if the destination supports that object. |
| Notes | Fully supported | Notes on Projects and Tasks support @mentions and are stored as a structured object. We map Notes to the destination's comment or activity log. @mention user references are converted to @-mention format in the target platform where that feature exists. |
| Project Templates | Mapping required | Projects can be saved as templates, optionally copying tasks, files, budget details, and team structure. When migrating Templates, we preserve the template structure and flag them as templates in the destination, noting that not all PM tools have a native template concept. |
| Workflow Automations | Not in this platform | RoboHead's workflow automation rules (approval chains, status triggers, notifications) are not exposed via the public API. We do not migrate automations directly. During scoping we document each automation's trigger logic so the destination platform's workflow engine can be reconfigured manually post-migration. |
Gotchas
What to watch for in RoboHead migrations
Issues we've hit on past RoboHead migrations, tagged by severity. FlitStack AI handles every one — surfacing them up front because buyer engineering teams want to know.
Workflow automations are not exposed via the public API
Reporting accuracy depends on diligent data hygiene in RoboHead
Custom field IDs must be collected before adding or updating records
Project Templates may carry stale team references
Contact users face limited access to project data
| Severity | Issue |
|---|---|
| High | Workflow automations are not exposed via the public API |
| Medium | Reporting accuracy depends on diligent data hygiene in RoboHead |
| Medium | Custom field IDs must be collected before adding or updating records |
| Low | Project Templates may carry stale team references |
| Low | Contact users face limited access to project data |
Leaving RoboHead?
Where RoboHead customers move next
5 destinations RoboHead can migrate to.
How a RoboHead migration works
Four steps, RoboHead-specific
Connect
Token-based authentication into RoboHead. Scopes limited to read-only on the data we move.
Map
We translate RoboHead-specific structures (custom fields, objects, value lists) to the destination's model.
Sample
Test with a 50–200 record subset to validate RoboHead quirks before production.
Migrate
Full migration with RoboHead rate-limit handling. Rollback available throughout.
FAQ
RoboHead migration FAQ
Answers to the questions buyers ask most during RoboHead migration scoping. Not seeing yours? Book a call.
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