Migrate from RoboHead to monday Work Management

RoboHead Projects map to monday.com Boards. Each Project's name, status, start date, due date, campaignId, description, and custom ListColumns transfer to Board name, column values, and group structure. We map projectStatus to a Status column type and preserve the original RoboHead status label as a text column for audit. Projects marked as Templates in RoboHead are flagged and migrated as monday.com Board Templates (saved as templates in the destination). Board is created before any Items (Tasks) are imported so that parent-board references are satisfied at insert time.

RoboHead Campaigns are top-level organizational units grouping related Projects. We map Campaigns to monday.com in one of two ways depending on structure: for small campaign counts (under 20), Campaigns become Board Groups within a master project Board; for larger or cross-functional campaigns, each Campaign becomes a separate Workspace Board. The mapping decision is made during scoping based on the customer's actual campaign-to-project ratio. We preserve the campaignId and campaignName on each migrated Project Item for cross-reference.

RoboHead Requests are project intake forms submitted before a Project is created. Each Request carries a form type, requester metadata, and custom ListColumns representing the brief fields. We create a dedicated monday.com intake Board and map Requests to Items, with the custom ListColumns translated to equivalent monday.com column types (text, date, dropdown, checkbox). Requester name and contact become Person or email column types. Completed Requests that resulted in Projects are linked via a Connect Boards column to the destination Project Board.

RoboHead Tasks belong to Projects and carry status, assignees, due dates, role associations, and optional billing rates. We map Tasks to monday.com Items within the Project Board. Task status maps to a Status column, assignees map to Person column, due date maps to Date column, and role-rate data maps to custom number columns. Task completion timestamps and notes migrate as Item updates and comments respectively.

RoboHead Users have email, name, role assignments, and optionally user-level billing rates. We map each User to monday.com Team Members by email match. Role assignments (e.g., Designer, Writer, QA) are preserved as tags or custom dropdown columns on the User profile Board so that task assignment by role remains visible. Any RoboHead User without a matching monday.com account goes to a reconciliation queue for manual provisioning before record migration.

RoboHead Task Roles are organizational categories for work types with optional billing rates attached. We map role names to monday.com dropdown column options on the task Item (or a dedicated Roles Board). Role-level billing rates migrate as custom number columns if the customer chooses to preserve rate data in monday.com; otherwise they are documented in a separate rate card for manual reference.

RoboHead custom fields on Projects, Campaigns, and Requests are defined via the ListColumns API and return optionIds and display values. We discover all active ListColumns during scoping and map each to the nearest monday.com column type (text, number, date, dropdown, checkbox, status, etc.). List-type fields require option lists to be created in monday.com before Items are imported, so we sequence column creation before record migration to prevent orphaned references. OptionId-to-display-name mappings are preserved in the transform layer.

File attachments on RoboHead Tasks and Projects are stored in RoboHead's document management layer. We migrate file references as URL columns pointing to the original RoboHead-hosted file (if accessible) or as file attachments re-uploaded to monday.com Items using the monday.com file upload API. File annotation and feedback history from DesignDrop does not migrate as a structured object; we document DesignDrop links for manual reference.

Notes on RoboHead Projects and Tasks support @mentions and are stored as structured objects. We map Notes to monday.com Updates on the corresponding Item. @mention user references are converted to @-mention format using the monday.com @user syntax. Rich text formatting is preserved where possible; complex embedded content is flagged for manual review.

RoboHead Projects can be saved as Templates, optionally copying tasks, files, budget details, and team structure. Template-derived Projects carry stale team references if the source template references inactive users; we detect and flag these orphaned references before migration. Templates migrate as monday.com Board Templates with their task structure preserved. Template inheritance metadata (which Project a template spawned from) is not supported in monday.com and is documented separately.

RoboHead workflow automation rules including approval chains, status-change triggers, and conditional notifications are not exposed via the public API. We do not migrate automations as code. During scoping we document every active RoboHead automation (trigger, conditions, actions, recipients) and deliver a written configuration guide with recommended monday.com Automations equivalents for each. The customer or a monday.com partner rebuilds them post-migration.

RoboHead's reporting and dashboard configurations do not migrate. RoboHead's own documentation acknowledges that report accuracy depends on data hygiene, and migrating a potentially inaccurate report to monday.com would propagate the problem. We deliver a written inventory of every RoboHead report with its filters, groupings, and chart types, plus a dashboard reconstruction guide for monday.com's Dashboard builder. The customer rebuilds dashboards post-migration based on the migrated data.