Migrate from My Practice Now to Zoho CRM

Recurring session events squash into single records during ICS-style exports

My Practice Now recurring session series (e.g., a weekly appointment every Tuesday at 3pm) do not export as individual records through standard ICS or CSV formats. FlitStack's API extraction retrieves each scheduled occurrence individually, but if your export relies on Zoho's own ICS import path, recurring events collapse into one entry with the original start date. The workaround is a custom field flag (Recurring_Session_Flag__c) that marks sessions from a recurring series, plus a Session_Series_ID__c field that groups related sessions so your Zoho admin can identify the full set for calendar reconstruction. Verify with your migration plan whether My Practice Now's API exposes individual occurrence records before assuming full session history transfers cleanly.

Custom fields in Zoho CRM must be pre-created or provisioned during migration

Zoho CRM enforces a schema-first model for custom fields — you cannot import data into a custom field that does not yet exist in the module. My Practice Now practices typically have 3–8 custom client fields (insurance carrier, sliding-scale tier, EIN, referral source, etc.) that have no native Zoho equivalent. FlitStack creates these custom fields via the Zoho CRM API (POST /settings/fields) before loading data into the Contact and Event modules. Field types are matched to source data types: text strings become Single-Line Text, pick-list values become Picklist, dates become Date fields. If a custom field is missed in the pre-creation phase, the corresponding data is held in a staging table and loaded after the field is confirmed to exist in Zoho.

Appointment reminders and billing automations do not transfer to Zoho

My Practice Now appointment reminders, client intake form triggers, and billing automation rules are built on My Practice Now's own workflow engine. Zoho CRM's Blueprint and workflow rules are a separate automation layer — there is no import path from My Practice Now workflows to Zoho. FlitStack exports your My Practice Now workflow definitions as a structured document describing each rule's trigger, condition, and action, so your Zoho admin can recreate them in Blueprint (Professional+ plans) or workflow rules. Practice-specific automations like 'send reminder 24h before session' must be rebuilt as Zoho workflow rules or Blueprint stages. This is a manual step that typically requires 4–8 hours of Zoho admin time depending on automation complexity.

Multi-location therapist assignments require a Zoho setup strategy before migration

My Practice Now handles multiple therapist locations through its location-aware scheduling model. Zoho CRM has no native multi-location construct — location awareness is implemented through custom modules, custom fields, or Zoho's Territories feature (Enterprise and Ultimate plans only). FlitStack surfaces the location data from My Practice Now as a custom field (Practice_Location__c) on both Contact and Event, but the correct Zoho implementation (Territories vs. custom module) depends on your Zoho plan tier. If you are on Standard or Professional, Territories is unavailable and the custom-field approach is the only path. This decision must be made before migration begins so the correct schema is in place.

Zoho API credit limits cap bulk migration throughput per edition tier

Zoho CRM API operates on a credit-per-day model: Standard editions receive enough credits for approximately 500 API calls per minute, Professional allows 2,500/min, and Enterprise supports 10,000/min. My Practice Now migrations with large session history (50,000+ Events) can be throttled by Zoho's credit consumption on lower-tier plans. FlitStack's migration engine uses Zoho's Bulk Write API (up to 2,000 records per batch) to minimize credit consumption. If you are on Zoho Standard, the migration may take longer to respect rate limits, and you may need to schedule migration runs during off-peak hours. FlitStack reports estimated migration duration and API credit consumption during the planning phase.