Migrate from Digital Signup to Zoho CRM

Digital Signup registrants map directly to Zoho Contacts. Primary fields (name, email, phone, address) transfer as-is. Original registration date is preserved as a custom datetime field since Zoho's CreatedDate reflects the migration timestamp. Unregistered waitlisted contacts map to Zoho Leads instead.

Digital Signup contacts in 'waitlisted' or 'inquiry' status with no confirmed enrollment route to Zoho Leads. Confirmed registrants route to Contacts. This split preserves pipeline visibility: waitlisted inquiries enter a lead nurture workflow, while confirmed participants enter a contact management workflow.

Digital Signup programs (class name, description, instructor, capacity, enrollment fee) map to a custom Programs module in Zoho CRM. The module is created with the _C suffix convention Zoho uses for custom modules, with fields for capacity, enrollment_count, fee_amount, and program_status as pick-list.

Individual session instances (date, time, location, instructor, spots_remaining) require a custom Sessions module linked to the Programs module via lookup. Sessions are not native Zoho CRM objects; they are built as a custom module with Event-like date fields and a lookup to the associated Program record.

The enrollment record linking a Registrant to a Program/Session becomes a custom Enrollments module with lookups to Contact and Sessions. Enrollment status (confirmed, waitlisted, cancelled), enrollment_date, and payment_status are custom fields. This is the junction object between contact and program.

Digital Signup payment records (amount, method, date, status) map to Zoho Invoices if full billing integration is needed, or to a custom Payment History module for reference-only records. PCI-compliant payment data is mapped without storing full card numbers—only transaction IDs and status flags.

Waitlist status in Digital Signup is preserved as a custom pick-list value on the Enrollment record. When a waitlisted entry converts to confirmed, the enrollment record is updated and the Contact is reclassified if needed. Pre-conversion waitlisted contacts may also exist as Zoho Leads.

Digital Signup facility and location records map to Zoho Accounts with a custom 'Location' pick-list value in the Industry or Type field. Facility address maps to Account Shipping Address fields. Multiple sessions at the same location link to the same Account record.

Session attendance records require a custom Attendance module linked to Contact and Session. Check-in timestamp and attendance_status (present, absent, excused) are custom fields. Zoho's native Activities do not support this structured attendance model with specific status values and timestamp tracking per session instance, so a custom module is created to capture each participant's attendance record independently.

Digital Signup email notifications sent to registrants (confirmation, reminder, waitlist update) migrate as Zoho Tasks with Type='Email' linked to the Contact record. Original send timestamp and email content are preserved in the Task description or as an attached Note, maintaining the full communication history for each participant within their CRM contact record.

Waiver files and enrollment documents attach to the corresponding Contact or Enrollment record in Zoho. File size limit per attachment is 25 MB. Zoho stores attachments as related records on the parent object. Inline waiver acceptance status maps to a custom pick-list field on the Enrollment record.

Digital Signup's custom registration form fields (e.g., emergency contact, t-shirt size, medical notes) are created as custom fields in Zoho on the Contact or Enrollment module. Field type is matched (text, pick-list, date, checkbox) to the source field type. Custom fields count toward Zoho's 300-field-per-module limit.