Migrations

The page has two tabs. Bring data in walks an agency through the GDPR Article 20 process of pulling records out of a former CRM, and Take data out produces a complete, machine-readable archive of everything we hold for the organization. The same right of portability that gets your data in is the one that gets it back out.

Overview

The Migrations page (found under Organization in the sidebar) helps you move your historical CRM data into Fondaro. It is built for admins who are switching from another real estate CRM and want their leads, deals, tasks, and notes to come along.

You don't need any cooperation from your previous vendor. Under European data protection law, your agency already has the right to receive a copy of your own records and bring them somewhere else. The Migrations flow walks you through requesting that copy, waiting for it, and uploading it into Fondaro once it arrives. Supported sources include Inmobalia, Witei, Idealista CRM, Resales Online CRM, generic spreadsheets, and a free-form "Other" option for vendors not in the list.

One source skips the wait. Inmobalia has an API, so instead of the letter flow you connect a token and import directly. See Inmobalia: direct import below. Every other vendor uses the five-step portability flow described next.

Inmobalia: direct import

If you pick Inmobalia, the wizard swaps the letter flow for a direct import driven by a personal access token. There is nothing to wait for: you connect once and import on demand, as often as you like.

The import runs in two phases, shown as tabs. Contacts brings your Inmobalia contacts in as leads (with their activity history). Deals brings your Inmobalia sales in as deals, attached to the leads you just imported, with full commission splits. The Deals tab stays locked until you have committed a contacts import, because a deal needs its buyer or seller to exist as a lead first.

Choose a mode

Before anything else, the wizard asks how big a bite to take:

• Full migration — bring over everyone in the account. This is the standard run and behaves exactly as described below.
• Test run — one agent — bring over a small slice so you can sanity-check the result first. You pick a single Inmobalia agent, map them to one Fondaro teammate, and choose how many of that agent's contacts to import (1–25, default 10). Only that agent's assigned contacts come in, and the Deals pass then imports only those contacts' deals. It's the same import, just scoped to one person and capped, so you can review, undo, and re-run with confidence before committing to the full set.

In a test run, deals follow the contacts automatically: you don't pick deals separately, the Deals pass simply brings over the sales belonging to the contacts you imported.

Before you start

Connect Inmobalia first. On the Integrations page, generate a read-only personal access token (scopes contacts:read, activities:read, users:read, sales:read) and save it. The migration page will prompt you to do this if it isn't connected yet.

Step 1: Map your team

Fondaro lists your Inmobalia users and auto-matches each one to a Fondaro teammate by email. Confirm or adjust the matches. Contacts owned by an unmapped user are imported unassigned.

In a test run, this step is just the one agent you chose: pick the single Inmobalia agent to import from and the Fondaro teammate their contacts should land on.

Step 2: Preview

Choose what to bring over (skip or include archived contacts, optionally filter by contact type, optionally only contacts modified since a date) and decide how to handle contacts missing a required field (name, email, or phone). Then run a dry-run preview. Nothing is written yet. You'll see how many contacts will be created, how many already exist, and how many need attention, plus a sample table.

You also map your Inmobalia contact lead statuses to Fondaro CRM statuses here. Fondaro reads the lead statuses configured in your own Inmobalia account and lists each one, plus a "No lead status" catch-all for contacts that don't have one. Pick the Fondaro status each one should become (for example, a hot lead status → Client). Every status must be mapped before you can import.

Source mapping (optional)

The preview also offers a Source Mapping step. Fondaro reads the source catalogue from your Inmobalia account and lists each source a contact can come from. For each one you can:

• Set the Fondaro lead source it becomes. Every source defaults to Inmobalia, so if you skip this step entirely your imported leads simply carry "Inmobalia" as their source. Change any row to record where the lead really came from.
• Optionally attach a Fondaro tag. Map a source to one of your tags and that tag is applied automatically to every lead that source brings in.

This step is optional — you can leave every source on its defaults. Only tags you explicitly map are created or applied; Fondaro never invents tags from Inmobalia's own free-form ones. Either way, each contact's original source, source details, and tags are always kept on the lead's record, so nothing is lost even if you don't map a thing.

Step 3: Import

Start the import. It runs in the background, so you can leave the page and come back. Live counts show leads created, notes, tasks, and any errors as it works. Re-running an import never creates duplicates: contacts already imported are skipped.

Step 4: Review and undo

When it finishes you get a summary. Imported contacts become leads (with their Inmobalia source, status, and tags kept on the lead), activity logs become notes dated to when they originally happened, and tasks become tasks (a completed Inmobalia task stays completed, with its completion date). Each lead's source is whatever you set in Source mapping (or "Inmobalia" by default), with any tag you mapped applied automatically. A contact's language comes across as a proper locale (for example es-ES or en-GB) rather than a raw label, so Fondaro and the AI agent know which language to use with that lead. If something looks wrong, Undo import removes every lead, note, and task that import created, in one step. Undo is exact, but permanent, so it also removes records even if your team has since edited them.

Importing your sales as deals

Once a contacts import has committed, the Deals tab unlocks. This second pass turns your Inmobalia sales into Fondaro deals, each attached to the buyer's lead (or the seller's, if the buyer wasn't imported). Deals always follow the contacts you imported, so a test run brings over only the deals belonging to that one agent's imported contacts, with nothing extra to scope.

1. Map sale stages to deal stages. Just like the lead-status mapping, Fondaro reads the sale pipeline stages from your Inmobalia account and you map each one (plus a catch-all) to a Fondaro deal stage (Qualified, Viewing, Offer, Reserved, Under contract).
2. Preview. A dry run shows how many sales will become deals, how many already exist, how many are skipped because neither the buyer nor the seller was imported as a lead, and how many connected parties couldn't be linked. Sales whose lead isn't imported yet are skipped and counted, so you can import those contacts and re-run.
3. Import. Each sale becomes a deal carrying its sale price, commission, and every connected party: buyer, seller, lawyers, external collaborators, and your internal agents, each with their own commission share. The deal's responsible agent and the sale's users are added as deal assignees.
4. Review and undo. The results show how many deals and participants were created. Undo removes only the deals this pass created (and their commission parties); it never touches the leads from your contacts import.

Imported deals are ordinary Fondaro deals: open any one in the CRM to see its commission breakdown (total commission, agency commission, agency net result) and edit its parties. See Deals & commission.

The 5 steps

The page is a single wizard with five numbered steps. You move forward as each one completes.

Step 1: Pick your source

Choose your current CRM from the dropdown. The wizard tailors the request letter, the recipient address, and the data field map for that specific vendor. If your vendor isn't listed, choose Other and paste a short description of where your data lives today.

Step 2: Send the request

Download a pre-filled, professionally worded portability request letter. The letter is bilingual (Spanish primary, English secondary) and cites the relevant European and Spanish data protection articles. You get both a PDF and a DOCX version so you can adjust your signature or letterhead. Send it to your vendor's data protection contact by email or registered post, then click Mark as sent. Fondaro records the date so the wizard knows when to expect a reply.

Step 3: Activate Fondaro while you wait

Your vendor has up to one month to respond. Use that month. Step 3 deep-links you into the rest of the dashboard so you can set up property listings, configure your Lead Plans, connect calling, and invite your team. By the time the export arrives, you'll already be working in Fondaro and the historical data is the last piece, not the first.

Step 4: Upload and review

When the export lands in your inbox, drop the file into Step 4. A managed agent reads your file, normalizes the columns, and prepares a preview of every record it intends to create. Nothing is written to your CRM yet. You step through the batches, approve mappings, resolve duplicates, and confirm. Records only commit after you approve them.

Step 5: Didn't hear back?

This step stays hidden until 30 days have passed without an export. If your vendor missed the deadline, you'll see two options: download a polite follow-up letter that references the missed window, or download a complaint draft addressed to the Agencia Española de Protección de Datos (AEPD), the Spanish supervisory authority. Both are pre-filled with your details. Choosing to file a complaint is your decision; Fondaro just prepares the paperwork.

Your data, your right

This flow works because of GDPR Article 20, the Right to Data Portability. Article 20 gives your agency, as the data controller for your customers, the right to receive your records from any vendor "in a structured, commonly used and machine-readable format" and to transmit them to another vendor without hindrance. Spain's national data protection law, the LOPDGDD, defers to Article 20 directly.

The statutory response window is one month from the date the vendor receives your request, with a possible two-month extension only where the request is genuinely complex. Most exports are not complex. The clock starts the moment you send the letter, which is why Step 2 records the send date for you.

What if my vendor doesn't respond?

If 30 days pass with no export, Step 5 unlocks. Two paths are available.

The first is a follow-up letter that references the missed deadline and gives the vendor a brief grace period. Many vendors respond to the second letter because it shows you're paying attention to the timer.

The second is a complaint draft addressed to the AEPD at C/ Jorge Juan 6, 28001 Madrid. The AEPD lists "failure to attend to a portability request" as a recognized complaint category and accepts filings electronically. Filing is free. Once a complaint is on file, the supervisory authority opens an inquiry on a published timeline. Fondaro is not party to that process; the complaint is between your agency and your former vendor.

You can also keep waiting if you prefer. The choice is yours and the wizard does not push you in either direction.

Privacy and review

Files you upload in Step 4 are processed inside an isolated Anthropic agent sandbox dedicated to your organization. The sandbox is short-lived, scoped to your migration session, and never shared with other organizations. The agent uses file mounts to read your export; the raw file contents do not pass through any chat transcript.

No record is written to your CRM without your explicit approval at each batch. The review screen highlights anything ambiguous: probable duplicates against your existing leads, columns that didn't map cleanly to a Fondaro field, currency or date formats that look unusual. You approve, edit, or skip each batch before it commits.

After commit, the export file and intermediate parsing artifacts are deleted from the sandbox. Only the records you approved remain, and they live in your CRM under your normal access controls.

Step 4 review checkpoints

The review UI in Step 4 is where the migration actually lands. You'll see batches grouped by record type (leads, deals, tasks, notes) with three controls per batch: a side-by-side preview of source rows and proposed Fondaro records, a deduplication panel that flags possible matches against existing data, and an ambiguity queue for any row the agent couldn't confidently map. Nothing commits until you click through every batch. For a deeper look at how leads behave once they're in, see Leads.

Exporting your data

The Take data out tab is the other half of the page. It produces a complete, machine-readable archive of every CRM record we hold on behalf of your organization. The bundle is intended for routine backups, for handing data to a competing CRM, or simply to keep your own copy. You do not need a reason and there is no cost.

What ships in the bundle

The archive is a single ZIP. Inside:

• A data.json file with every record as one structured document, preserving the original column shapes and nested data.
• One CSV per record type (leads, deals, tasks, notes, calls, lead emails, status history, deal stage history, assignment changes, lead groups, subscriptions, language preferences, routing rules, saved filters, email signatures, and the organization record itself). CSVs open directly in Excel or any spreadsheet tool.
• A README.txt that explains the structure and quotes the two clauses of our Data Processing Agreement that oblige us to ship this tool, along with stable links to the relevant GDPR articles.

Call recording audio and email attachment binaries are not re-archived into the ZIP; instead the bundle includes the same S3 URLs your dashboard already uses, so you can fetch the binaries while the underlying assets are still in storage. Billing state, Stripe identifiers, integration credentials, AI agent sessions, and ad creatives are not in the bundle because they are Fondaro's operational data, not personal data we process on your behalf.

Requesting an export

Open the Take data out tab and click Export now. A confirmation dialog summarizes the scope before anything starts. The generation runs in the background and typically completes in a few minutes for small organizations and up to roughly twenty minutes for large ones. You can close the page; we email you when the bundle is ready.

You can request one export per organization per 24 hours. If a fresh export is needed inside that window (for example, to recover from an accidental click), email support and we will create one manually. The 24-hour cap exists so an admin cannot accidentally generate dozens of identical bundles and bloat the audit trail.

Downloading

The email contains a deep link back to the Take data out tab. The tab shows your active export at the top with a Download button as soon as the bundle reaches ready. Click the button and your browser downloads the ZIP. We mint a short-lived, signed URL for each click; the link does not stay valid in your browser history, and you can click Download as many times as you need within the seven-day window.

After seven days the bundle is automatically removed from storage and the row in the history list flips to expired. The audit record of who took an export, when, and how many records it contained is kept indefinitely.

Who can request and who can download

Only organization admins can request a CRM data export, because the bundle contains every lead's personal data. Members do not see the Take data out tab.

The download is scoped to the specific admin who requested the export. Other admins can see the request appear in the history list, including the requester's email, but cannot download a bundle that was provisioned for someone else. This keeps the audit trail clean: each row attributes the export to a named person on a named date. If another admin wants a copy, they request their own.

The audit history

Below the active-export banner is a table of every export ever requested for the organization. Each row shows the date, the requester's email, the total record count, the file size, the status, and (where available and you are the requester) a Download button. The history is read-only; the row, including the metadata, persists after the bundle itself expires.

The same event also lands in the organization's activity log so the broader audit picture stays consistent with admin overrides, lead reassignments, and other tracked events.

Why we ship this

The flow exists because our Data Processing Agreement explicitly commits to it. Two clauses do the work. Assistance with Data Subject Rights says we provide "standard self-service tools within the Service that enable the Customer to retrieve, correct, export and delete Personal Data without the Owner's intervention." Return and Deletion of Customer Personal Data says we will "return all Customer Personal Data Processed under this DPA in a structured, commonly used and machine-readable format reasonably available within the Service." The export is the literal delivery of those commitments. Under GDPR Article 20, the right to receive your data in this form belongs to you as Controller. We are the Processor; producing the bundle is our standing obligation.