Migrate from Bizstim Business Management Software to Zoho CRM

Bizstim Client records map to Zoho CRM Contact with address, phone numbers, email, and status flags preserved. We evaluate whether the client represents a consumer (Contact only) or an organisation (Contact plus Account as parent) based on the presence of an organisation_name field. Availability windows (minTime, maxTime, slotDuration, sessionLimit) are stored as custom fields on the Zoho Contact record for reference. Client status flags migrate to a custom picklist field bizstim_status__c.

Bizstim Practitioner records map to Zoho User records for system access and task assignment. Practitioner wage settings (hourly_rate, practitioner_wage, payment_rate) and assignment preferences migrate to a custom Zoho CRM module called Practitioner_Profile__c with lookup to the User record. This separation keeps Zoho User records clean for authentication while preserving the full compensation configuration from Bizstim.

Bizstim Staff records are consolidated with Practitioner records during extraction (both share staff_id as the deduplication key). Staff who are not practitioners migrate to Zoho User records with the same Practitioner_Profile__c lookup set to inactive. Staff role data from the Bizstim Users endpoint populates the Zoho User Role assignment.

Bizstim Services map to Zoho CRM Products with the service name as Product Name, group_id preserved as a custom field, session count (group_num) as a custom Units__c field, and cost as the Standard Price. Service Group definitions from the service_group_names table migrate to a custom Packages__c module that links to its constituent Products via a one-to-many relationship, preserving bundled service offerings.

Payment records from Bizstim (amount, date, client associations via client_id) map to Zoho Invoices if the customer licenses Zoho Books, or to a custom Payment_History__c module linked to the Contact record. Currency fields are preserved as-is. We flag any partial payments, refunds, or write-offs for manual review before import. If Zoho Books is not in scope, we configure the custom module during migration.

Client availability rules (minTime, maxTime, slotDuration, sessionLimit) from Bizstim are extracted as structured availability profiles. We map these to custom fields on the Zoho Contact record: Availability_Start_Time__c, Availability_End_Time__c, Slot_Duration_Minutes__c, and Session_Limit__c. If the customer licenses Zoho Bookings, we configure Availability Rules in Bookings during post-migration setup; if not, these custom fields serve as reference data for manual scheduling.

Bizstim User records (login and role data) map to Zoho CRM User records. Owner and assignee mappings are resolved by email match. Any Bizstim User without a matching Zoho User email goes to a reconciliation queue for the customer to provision before record import resumes.

Bizstim Service Group definitions (group_id, service_group_name) are exported as a distinct object and migrated to the custom Packages__c module in Zoho CRM. Each package record links to its constituent Product records via a custom relationship field. This preserves the bundled pricing structure used by tutoring and service businesses for package deals.

Client notes and free-text fields are included in the Bizstim client export and migrate to Zoho Notes on the Contact record. Binary attachments or file uploads stored within client records must be identified separately during the scoping call, as these require file extraction from Bizstim's storage layer and re-upload to Zoho's attachment handling. We document any identified attachments and their parent record for separate file migration.

Bizstim On-Demand Links generate session-scoped temporary tokens tied to custom student identifiers and agent IDs. These are time-limited encrypted URLs that expire after session access and are not portable across systems. We document the existence of these records during scoping and exclude them from migration. If session access history is required, the customer rebuilds this functionality using Zoho Bookings or a third-party video integration.