Migrate from Capsule CRM to Zoho CRM

Capsule Parties with type CONTACT map to Zoho Contacts. We split the unified Capsule Party object into Contacts before migration, routing individual Parties to the Contact object and preserving first name, last name, email, phone, job title, address, and any custom field values. Email address is the dedupe key for Contact insert into Zoho.

Capsule Parties with type ORGANISATION map to Zoho Accounts. We split Organisation-type Parties from Contact-type Parties before migration, preserving organisation name, domain, address, industry, employee count, and any custom field values. The organisation domain is used as the dedupe key and the Account is created before the linked Contacts are imported so that the Account-Contact relationship is established at insert time.

Capsule links Contacts to Organisations via a party.relationships endpoint. Zoho uses Account-Contact Lookups. We resolve the Capsule Organisation ID at migration time and set Zoho's Account Name lookup on each Contact record. Unlinked Capsule Contacts (those with no Organisation) create orphan Contacts in Zoho with no Account relationship, which we flag for the customer's admin to resolve post-migration.

Capsule Opportunities map to Zoho Deals. Pipeline name from Capsule maps to Zoho's Deal Name prefix or a custom field. Stage name, probability percentage, expected close date, value, and currency migrate directly. Owner is resolved by email match to a Zoho User record. Capsule's monetary values are stored as plain numbers; we preserve the original currency symbol and set Zoho's Currency field accordingly.

Capsule pipeline names and stage names map to Zoho Pipelines and Stages. Each Capsule pipeline becomes a Zoho Pipeline. Stage names migrate as-is; stage probabilities are rounded to Zoho's allowed probability percentage range. We create the Zoho Pipelines and Stages in the destination before Deals are imported so that stage references are satisfied at insert time.

Capsule Cases map to Zoho Cases. Status, priority, category, description, assignee, and linked Party reference migrate directly. The Capsule Case description and conversation history migrate as Zoho Case thread entries. We map Capsule case status values to Zoho Case Status picklist values; unmapped statuses are logged as a separate configuration note for the customer to resolve in Zoho setup.

Capsule Projects (available on Starter and above) have no direct native equivalent in Zoho CRM without the Zoho Projects add-on. We flatten Capsule Project milestones into Tasks with a custom Project Name field and a milestone flag, preserving milestone due dates and completion status. If the customer holds a Zoho Projects licence, we restore the structure as Zoho Projects tasks linked to the parent Deal or Account. Workflow Automations built on Capsule Project triggers do not migrate and are inventoried separately.

Capsule custom fields are created via the data-tag system and require a separate /fields/definitions API call to retrieve type, options, and display order before field values can be correctly typed. We fetch all field definitions for Parties, Opportunities, and Cases before pulling record data, resolve list field options, cast numeric and date values, and map to Zoho custom fields of equivalent type. Custom fields that do not exist in Zoho are created during the schema setup phase. List-type Capsule fields with option sets become Zoho picklist fields with matching values.

Capsule Tasks with due dates, assignees, and statuses map to Zoho Tasks. Tasks linked to a Party resolve to the Zoho Contact or Account; tasks linked to an Opportunity resolve to the Zoho Deal. Capsule task status (Open, Completed, Deferred) maps to Zoho Status values. Tasks without a linked Party or Opportunity are imported as standalone Zoho Tasks and flagged in the reconciliation report.

Capsule Activities (email, call, meeting, note) log against Parties. Emails migrate as Zoho Notes or email records; calls migrate as Task records with Call type; meetings migrate as Events with start time, end time, and location. We preserve the activity timestamp and direction (inbound/outbound). Activity bodies migrate as rich text content. Notes attached to Capsule Activities land as Zoho Notes linked to the parent Contact, Account, or Deal.

Capsule tags are flat labels applied to Parties, Opportunities, and Cases. We translate tag names to Zoho Tags where the destination supports tag assignment per record. If the customer uses a different tag strategy in Zoho (such as multi-select picklists or custom label fields), we agree the approach during scoping and apply it consistently across all migrated records.

Capsule Users map to Zoho Users by email address. We resolve every distinct owner referenced on Party, Opportunity, Case, and Task records and match by email against the Zoho User table. Any Capsule User without a matching Zoho User goes to a reconciliation queue for the customer's admin to provision before record import resumes.