Migrate from BookingKoala to Microsoft Dynamics 365 Sales

BookingKoala customers map directly to Dynamics 365 Contact records. Business-type customers (companies booking services) route to Account with the Contact linked via AccountId lookup. Original customer create date is preserved as Original_Create_Date__c since Dynamics CreatedDate reflects migration time. This ensures the accurate customer onboarding timeline is maintained for historical reporting and compliance requirements.

When BookingKoala customer records contain a company name field or industry classification, they map to Dynamics 365 Account. Account.Name, Website, and Industry are populated from BookingKoala's customer fields where present. Additional business details such as employee count or annual revenue populate corresponding Account fields when available. For records with only a company name but sparse other details, we create a minimal Account record with the name and flag it for follow-up data enrichment after migration.

BookingKoala providers are internal staff who deliver services. They map to Dynamics 365 System User records when they need CRM activity assignment, or to Contact records with a custom Provider_Flag__c = true field when they are external contractors. Email match resolves OwnerId on migrated Opportunity records.

Historical and active bookings from BookingKoala migrate as Opportunities in Dynamics 365 Sales. Booking date becomes CloseDate or a custom Booking_Date__c field. Booking status (confirmed, completed, cancelled) maps to Opportunity Stage via value mapping. Provider assignment becomes OwnerId via email resolution.

BookingKoala booking statuses (Confirmed, In Progress, Completed, Cancelled, No Show) map to Dynamics 365 Opportunity Stage values. Each status requires explicit value-map entry. The stage probability and forecast category are applied per Dynamics Sales Process configuration after migration. This ensures accurate sales forecasting and pipeline visibility from day one of the migrated data.

BookingKoala Industries and Booking Forms define service categories and pricing logic. Since Dynamics 365 has no native equivalent, we preserve the Industry and Booking Form name as custom text fields on the Opportunity (Industry_Source__c, Booking_Form__c) for reporting and reconciliation. These fields enable segmentation and reporting by original BookingKoala service type.

BookingKoala stores specific time slots (e.g., '10:00 AM - 11:00 AM') for service appointments. Dynamics 365 Opportunity has no native time-slot field. We create custom datetime fields Scheduled_Start__c and Scheduled_End__c on the Opportunity to preserve the original booking window. This maintains appointment scheduling context within the CRM for service coordination.

BookingKoala checklist completion data migrates as Salesforce Notes attached to the corresponding Opportunity, preserving subtask completion status and job media references. For high-volume reporting, a custom Checklist_Completed__c boolean field is added to the Opportunity. The boolean flag enables quick filtering of opportunities based on job completion status for operational reporting.

BookingKoala campaigns (email automation and marketing) map to Dynamics 365 Campaign records. Campaign name, type, and status carry over. BookingKoala campaign member associations on customers migrate as Campaign Member records linking the Contact to the Campaign. This preserves marketing attribution and campaign performance history across the migration.

BookingKoala referral credits and referral source tracking have no Dynamics 365 equivalent. We create Referral_Credit__c (decimal/currency) and Referral_Source__c (text) fields on Contact to preserve referral attribution for future marketing analysis. These fields enable tracking of referral-driven customer acquisition and calculation of referral program ROI after migration.

BookingKoala payment status (Paid, Pending, Refunded) migrates as a custom Payment_Status__c pick-list on the Opportunity. For bookings with line-item pricing, Opportunity Product records are created with the service description and amount, mirroring BookingKoala's per-booking revenue tracking. This enables accurate revenue reporting and financial reconciliation within Dynamics.

BookingKoala custom properties on customer records map to Dynamics 365 custom fields on Contact. Field type is inferred from BookingKoala's property type (text, number, date, pick-list). Custom fields are suffixed with __c per Dataverse naming convention and added to the appropriate Contact form.

BookingKoala custom properties stored on bookings migrate as custom fields on the corresponding Opportunity record. Booking-specific metadata (e.g., special instructions, parking notes, pet information) is preserved as text fields on the Opportunity for field-service context during customer interactions. This ensures field technicians have access to important booking details during service delivery.