Migrate from Bizstim Business Management Software to monday CRM

Scoping and tier confirmation

We audit the source Bizstim account for plan tier (confirming Enterprise for API access), record counts across Clients, Practitioners, Services, Service Groups, and Payments, and the complexity of availability window configurations and practitioner wage settings. We audit the destination Monday.com account for plan tier (Standard minimum for Custom Objects, Pro for advanced CRM features) and existing board structure. The scoping output is a written migration scope document with object counts, custom column specifications, and a board architecture recommendation for the client's service model.

Source extraction via Bizstim REST API

We extract data from Bizstim in object dependency order: Practitioners and Staff first (for practitioner_id reference resolution), then Services and Service Groups (for group_id hierarchy), then Clients (for practitioner_id foreign key resolution and availability window extraction), then Payments (linked to client records). Extraction runs against Bizstim's paginated REST endpoints with exponential backoff on 429 responses and a 1,000 req/hour per-key ceiling. For large accounts we request a secondary API key from the customer's Enterprise account to parallelise across off-peak windows without exhausting the per-key rate limit.

Monday.com schema setup

We pre-create the Monday.com board architecture: a Clients board with Person, Email, Phone, and custom columns for availability window fields (minTime, maxTime, slotDuration, sessionLimit); a Practitioners board with custom columns for practitioner wage rates and skill assignments; a Services board with Groups mirroring the Bizstim service-group hierarchy and Custom Object support if the plan tier allows; a Payments board linked to the Clients board via Connect columns; and any Assignments board needed to resolve many-to-many practitioner-client relationships. Schema is validated in a test workspace before production migration begins.

Sandbox migration and reconciliation

We run a full migration into a Monday.com test workspace using production-like data volumes. The customer reconciles record counts across all boards, spot-checks 25-50 randomly selected client records and practitioner assignments against the Bizstim source, and validates the payment history integrity. Any mapping corrections (custom column type adjustments, relationship column corrections, group naming adjustments) are made before the production migration phase. We do not proceed to production without written sign-off from the customer's project lead.

Production migration in dependency order

We run production migration in record-dependency order: Practitioners (Users API), Services (Custom Objects or Board Items with Group assignment), Service Groups (Group creation), Clients (Contacts API upsert by email, then Board Items with Connect column links to Practitioner Items), Payments (Board Items on Payments board linked to Client Items), and Notes/Attachments (Pulse items or File columns on client items). Each phase emits a row-count reconciliation report. On-Demand Links are documented as non-migratable and listed in the handoff inventory.

Cutover, validation, and automation rebuild handoff

We freeze Bizstim write access during cutover, run a final delta migration of any records modified during the migration window, then enable Monday.com as the system of record. We deliver the Automation inventory document listing every Bizstim scheduling rule, practitioner assignment preference, and invoice automation that requires rebuild in Monday.com Automations. We do not rebuild Bizstim Workflows or scheduling rules as Monday.com Automations inside the migration scope; that work is documented and handed off to the customer's admin team. We support a three-day hypercare window for reconciliation issues raised during initial use.