Migrate from BookingKoala to HighLevel

BookingKoala customers map directly to HighLevel Contacts. All standard fields (name, email, phone, address) transfer as-is. Custom fields specific to BookingKoala (Stripe Payment Processor ID, industry, referral source) migrate to custom fields on the Contact record. BookingKoala deactivation status maps as an Active__c boolean flag on the Contact.

BookingKoala bookings have no native equivalent in HighLevel — HighLevel has Appointments for calendar events but no booking record object. Each BookingKoala booking is reconstructed as either a HighLevel Task with custom fields (service type, frequency, status, provider, price) or a custom object named Booking_History__c linked to the Contact. The choice is made during schema planning based on the volume and reporting needs of the booking data.

BookingKoala providers (staff members or team entities) map to HighLevel Users by email match. Provider display name is preserved as a custom field (Provider_Name__c) on the Contact for booking attribution. If the BookingKoala provider is a team entity rather than an individual, the team name maps to a custom Team__c pick-list. HighLevel user scheduling permissions are not migrated — those must be reconfigured in HighLevel's availability settings.

BookingKoala service categories (Home Cleaning, Pet Groomer, Moving Service, Car Repair) and individual services map to a custom pick-list field (Service_Category__c) on the Contact record. If the business uses fewer than 10 distinct service types, a simple pick-list suffices. For businesses with service hierarchies (category → sub-service → pricing parameter), a custom object (Service__c) with a lookup to Contact is recommended.

BookingKoala Industries are per-account configurations defining the type of service business. These names are mapped to a custom Industry__c pick-list on the Contact record. Each distinct industry name in BookingKoala becomes one pick-list value. Multi-industry accounts (e.g., a business offering both Home Cleaning and Pet Grooming) may assign multiple industry values per contact — in HighLevel this requires a multi-select pick-list or a separate Industry_Assignment__c custom object.

BookingKoala invoices and payment records have no direct equivalent in HighLevel. We create a custom Invoice__c object with fields for invoice number, amount, status, payment method, and date. Each Invoice__c record is linked to the Contact via a lookup relationship. Stripe transaction IDs are stored in a custom Transaction_ID__c field for reconnection with the Stripe account post-migration.

BookingKoala stores frequency settings (one-time, weekly, bi-weekly, monthly) as a field on the booking record. This migrates as a Frequency__c custom pick-list field on the Contact or as a field on the Booking_History__c custom object. Recurring booking sequences in BookingKoala do not translate to HighLevel recurring tasks automatically — they require a HighLevel Workflow to be built for each recurring pattern.

BookingKoala referral credits stored on a customer record migrate as a numeric custom field (Referral_Credits__c) on the Contact record. Referral source attribution (which customer referred this one) migrates as a lookup to the referring Contact record. This requires the referral chain to resolve in a second pass after all contacts are loaded.

BookingKoala stores Stripe customer IDs in the format cus_XXXXXXXX on the customer record. This ID migrates as a direct text field (Stripe_ID__c) on the Contact. It is preserved for reconnection — once the Stripe account is linked to HighLevel, the Stripe_ID__c field is used to match contacts to existing Stripe customers without charging them again.

BookingKoala checklist items and per-booking notes (e.g., job media, special instructions, subtask completion status) migrate as a long-text custom field (Booking_Notes__c) on the Booking_History__c record or as a Note attachment linked to the task. HighLevel's checklist tools in appointments are separate from the contact record and are not migrated — they must be re-created in HighLevel's appointment or workflow setup.

BookingKoala location data (service address per booking) migrates as a custom Location__c text field on the Contact record. If the business uses multi-location configurations, the location name or ID maps to a Location__c pick-list. HighLevel's sub-account model can be used to isolate data by location — in that case, each BookingKoala location maps to a separate HighLevel sub-account, and location data is not stored as a field.

BookingKoala automations (automated email campaigns, follow-up sequences, Zapier hooks) do not have a migration path to HighLevel. We export the automation definitions from BookingKoala's campaign manager as a JSON structure documenting trigger events, conditions, and actions. Your HighLevel admin uses this as a reference to rebuild equivalent Workflows in HighLevel's Workflow Builder.