Migrate from Bizstim Business Management Software to Pipedrive

Bizstim Client records map to Pipedrive Contacts (type Person) or Organizations. Each Bizstim client carries address, phone, email, and availability window fields (minTime, maxTime, slotDuration, sessionLimit). We map these to native Contact fields where a match exists and to custom fields (bizstim_session_limit__c, bizstim_slot_duration__c) where no Pipedrive native field exists. Client status flags migrate to a custom bizstim_status__c field. Email addresses serve as the dedupe key during import.

Practitioners are the most consequential migration decision. Pipedrive has no native practitioner object. During discovery we determine whether each Bizstim practitioner needs active Pipedrive user access (if they manage deals or activities) or inactive contact status (if they are a service provider with no CRM write access). Practitioner wage rates (practitioner_wage from Bizstim) map to a custom pipedrive_field practitioner_wage__c on User or Contact. We deduplicate Practitioners and Staff by staff_id during extraction and consolidate into a single practitioner list before mapping.

Bizstim Services with group_id, group_num (session count), cost, and practitioner wage defaults map to Pipedrive Products. The Bizstim hs_sku equivalent maps to Product code. Service group_id hierarchies map to Pipedrive Product Categories so that bundled service packages maintain their group structure. Price per session from Bizstim maps to Product standard pricing. Services with zero cost or negotiated pricing are flagged for manual pricing assignment in Pipedrive.

Bizstim session records (tied to client_id and practitioner_id with date, duration, and status) have no native Pipedrive equivalent. We transform sessions into Pipedrive Activities with type Call or Note, linking the Activity to the migrated Contact and populating custom fields bizstim_practitioner_id__c, bizstim_session_date__c, bizstim_duration__c, and bizstim_session_status__c. Sessions with billable amounts also generate a Note record carrying the payment summary. This preserves the service delivery history against the correct Contact record in Pipedrive's activity timeline.

Bizstim Payments (amount, date, client_id, practitioner_id, currency) map to Pipedrive Notes attached to the Contact record. Pipedrive does not have a native invoice or payment object in its entry tiers. We populate a Note with payment amount, date, and practitioner reference using custom field notation. Customers requiring full invoicing capability in Pipedrive should activate the Products and Quotes feature or connect to a third-party invoicing tool post-migration; we flag this as a post-migration configuration item.

Bizstim client availability rules (minTime, maxTime, slotDuration, sessionLimit) are extracted as structured availability rules from the client record. These flatten into four custom fields on the Pipedrive Contact: bizstim_min_time__c, bizstim_max_time__c, bizstim_slot_duration__c, and bizstim_session_limit__c. Availability windows are not rebuilt as native Pipedrive scheduling objects because Pipedrive does not have a native appointment availability model. The customer rebuilds these as scheduling rules in their chosen booking tool post-migration.

Bizstim Users (login, role, and system access) map to Pipedrive Users by email address match. The Bizstim role hierarchy (admin, practitioner, staff) maps to Pipedrive Admin or Regular role assignments. Owner assignments on migrated records use the matched User ID. Any Bizstim User without a corresponding Pipedrive User is placed in a reconciliation queue for the customer to provision before record import resumes.

Bizstim Service Group records (group_id linking to service_group_names) map to Pipedrive Product Categories. Group names from service_group_names become category names in Pipedrive, preserving the hierarchy so that bundled service packages (grouped sessions, multi-session tutoring programmes) maintain their category structure in Pipedrive Products. The group_id foreign key is resolved before Product import so that category assignment is satisfied at insert time.

Bizstim client notes and free-text fields migrate to Pipedrive Notes attached to the Contact record. Binary file attachments stored within client records require a separate scoping call to identify and export, as Bizstim's API does not expose attachment binaries directly through the standard endpoints. We flag any records with attachment references for manual handling.

Bizstim On-Demand encrypted links generate session access URLs tied to a custom student identifier and practitioner IDs. These are temporary session-scoped tokens with no portability across systems. They are not migrated. We document their existence and purpose so the customer can regenerate them in their chosen video or session platform post-migration.

Bizstim stores practitioner-to-service assignments via practitioner_id and service_id links. These are not flat fields but relational links. In Pipedrive we resolve these by linking the practitioner Contact to the Product via a custom field practitioner_service_assignments__c (text field with comma-separated service codes) or by applying a Tag on the Contact matching the service name. The customer chooses the preferred resolution during scoping. This mapping is marked as lookup because it reconstructs a many-to-many relationship using Pipedrive's flat field and tag model.