Migrate from Basecamp Scout to Zoho CRM

Basecamp Scout person records map 1:1 to Zoho CRM Contacts. Name, email, phone, job title, and address fields transfer directly. Each person's assigned rep (owner) resolves by email match against Zoho users. Scout people who are actual sales reps also generate a Zoho User record for login access.

Scout person records flagged as sales reps generate corresponding Zoho CRM User accounts for login access. Owner resolution happens via email address matching between Scout and Zoho CRM. Unmatched owners are flagged before migration for admin review—to either invite the user to Zoho CRM or reassign records to an existing user. User active/inactive status maps directly from Scout's person active flag, preserving the current employment status in Zoho.

Scout lead entries map to Zoho Leads. Lead status (new, contacted, qualified) maps via value-mapping to Zoho Lead Status picklist. Lead source maps to Zoho Lead Source. Any custom fields on the Scout lead record become Zoho custom fields on the Lead module.

Basecamp Scout follow-up items become Zoho Tasks. Task Subject carries the Scout follow-up title. Due date, priority, and completion status transfer directly. Rep assignment becomes Task Owner resolved by email. Open follow-ups land as open tasks; completed follow-ups land as completed tasks with original completion timestamp preserved.

Scout meeting records map to Zoho Events. Event Subject carries the meeting title. Start time, end time, location, and attendee list transfer directly. Meeting owner becomes Event owner resolved by email. Recurring meetings from Scout squash into single Zoho Event entries per Zoho's ICS export rules.

Scout custom form data maps to Zoho CRM custom fields on the appropriate module (Contact, Lead, or Deal). Each form field type — dropdown, single-line text, multi-line text, number, date — maps to the equivalent Zoho field type. Forms that represent their own entity become a Zoho Custom Module with a lookup relationship to Contacts or Leads.

Scout geo-tagged proof records attach the media file (image or audio) to the parent Zoho record as a standard attachment. Latitude and longitude store as custom decimal fields (Geo_Latitude__c and Geo_Longitude__c) on the record. Proof capture timestamp stores as a custom date-time field. This requires custom field creation in Zoho before migration.

Scout geo-attendance check-in records map as custom fields on the Zoho User record — check-in timestamp (Date_Time), location coordinates (Latitude__c, Longitude__c), and status (Present_Absent__c). This preserves attendance history by rep but requires custom field creation on the User module before migration.

Scout's built-in team productivity reports, geo-fence breach reports, and individual sales reports have no direct Zoho CRM equivalent. FlitStack exports Scout report data as CSV files for reference. Zoho Analytics (Professional+ or add-on) is recommended for rebuilding equivalent dashboards with migrated data.

Scout's alert configuration — automated notifications for follow-up due dates, geo-fence breaches, and rep check-ins — has no Zoho CRM equivalent and does not migrate. FlitStack documents the active alert rules as a rebuild reference. Zoho CRM Blueprint and Workflow Rules recreate this logic post-migration.

Scout's role hierarchy—admin, manager, and rep—maps to Zoho CRM's Profiles for data access scope and Roles for field-level security controls. Scout's permission model is relatively simple, while Zoho CRM's is more granular with additional layers of field-level visibility and edit restrictions. Admin review of Zoho profile assignments is recommended post-migration to ensure users have appropriate access levels aligned with their Scout permissions.

File attachments on any Scout record — form attachments, proof media, meeting files — attach to the corresponding migrated Zoho record. File size limit in Zoho is 25 MB per file. Inline images in Scout notes are downloaded and rehosted as attachments on the Zoho Note or parent record.