Migrate from Planfix to Zoho CRM

Planfix Contacts map to Zoho CRM Contacts. If the customer uses Planfix to track unqualified prospects separately from confirmed customer records, we map prospects to Zoho Leads and customers to Contacts with Account lookups. We resolve Planfix's per-workspace contact field IDs from the schema snapshot before mapping, and handle Planfix's linked tasks, files, and history log as related sub-records on the Contact. Email addresses and phone numbers use Zoho's standard contact fields; custom properties from Planfix map to Zoho custom fields created during the schema design phase.

Planfix Company records map to Zoho CRM Accounts. The Account Name and Website fields migrate directly. Planfix allows Companies to link to multiple Contacts; in Zoho, each Contact gets a Contact Role lookup to the Account. If Planfix Companies carry financial data (billing address, tax ID), we map those to Zoho Account custom fields or note them for Zoho Books integration setup post-migration.

Planfix Projects group tasks and carry their own custom fields, dates, and assignees. If the customer uses Planfix Projects as a sales pipeline (with deal value, stage, and close date), we map them to Zoho Deals with a dedicated pipeline. If Projects are operational (service delivery, internal work), we create a custom Projects module in Zoho CRM and map tasks as sub-items. We preserve task structures, dependency links, and project templates during migration and document the chosen strategy during scoping.

Planfix Tasks map to Zoho CRM Tasks. Each Task carries its status, assignee, due date, checklist items (as a multi-line custom field or sub-form), comments, time logs, and file attachments. We resolve the Task assignee to a Zoho User by email match. Checklist items from Planfix migrate as structured text in a Zoho custom field because Tasks in Zoho CRM do not natively support sub-checklist items; if sub-tasks are extensive, we recommend using Zoho Projects (a separate product) post-migration.

Time logged against Planfix tasks (via timers or manual entry) migrates as structured fields on the Zoho Task: a Time Log Duration field (in hours), a Time Log Date, and a Time Log User reference. We preserve duration, date, and user attribution for each entry. If the customer requires granular time tracking, we recommend enabling Zoho Projects post-migration for dedicated timesheet functionality that goes beyond what Task records support.

Planfix file attachments export as binary files via the REST API and attach to the parent record in Zoho CRM. We map attachments to the Zoho Attachments module linked to the corresponding Contact, Account, or Task. If files are embedded via Planfix template variables, we preserve the template output as a Zoho attachment note. Large file migrations may require batch handling due to API payload limits on both platforms.

Planfix custom fields (text, number, date, dropdown, checkbox, file types) vary per workspace, so we snapshot the field schema from Planfix's API before mapping any record. We map each Planfix custom field to a typed Zoho CRM custom field, resolving data type conflicts (Planfix text vs Zoho picklist, for example) during the transform phase. Zoho enforces 300 fields per module and 5 lookup fields per module; we audit the Planfix custom field count against these limits and flag any that require a separate related module instead of an inline field.

Planfix Workgroups group users and set shared permissions. We map workgroup memberships and roles to Zoho Teams (for territory or team-based record assignment) and Zoho Roles (for permission hierarchy). Workgroup-level permissions do not translate directly to Zoho's security model because Zoho uses profile-based and role-based access control; we document the mapping and note where Zoho Roles and Profiles must be manually configured by the admin post-migration.

Planfix reports built with the report builder export as CSV or XLSX from Planfix. We import the underlying data into Zoho CRM custom reports. Saved report definitions are not directly portable because Planfix and Zoho use different report builder architectures. We deliver the exported data and a written recommendation for rebuilding each report in Zoho's report builder, noting which Zoho standard modules and custom fields correspond to the Planfix data source.

Planfix Processes and Scripts define automated multi-step workflows triggered by contact or task events. These objects reference Planfix-specific field IDs and action types that cannot be exported or replayed in Zoho. We do not migrate them as code. We deliver a written inventory of every active Planfix Process and Script with its trigger conditions, action sequence, and recommended Zoho Blueprint or Workflow Rule equivalent. The customer's Zoho admin rebuilds the automation logic in Zoho's visual builders post-migration.

Planfix Whiteboard content stores block-based diagrams with no documented export format or API access. These records are flagged as non-migratable before the migration begins. We capture screenshots if the customer requires a visual record, but the underlying diagram data cannot be structured for import into Zoho CRM or any other platform.

Planfix document templates use XLSX/XLSM files with template variables to generate output documents. We export the template files themselves and document the variable mappings for manual rebuild in Zoho's template tools (Zoho Writer merge fields or Blueprint document generation). Variable mappings are workspace-specific and may require field re-linking by the admin post-migration.