Migrate from Profi to Microsoft Dynamics 365 Sales

Profi clients map directly to Dynamics 365 Contacts. All standard contact fields (name, email, phone, address) translate field-for-field. Profi lifecycle stage data migrates as a custom pick-list field (Client_Lifecycle_Stage__c) on the Contact since Dynamics has no native coaching-progression equivalent. This custom field can be placed on the Contact form for reporting and segmentation, and original creation timestamps are preserved via the Original_Create_Date__c custom field to maintain audit continuity.

Profi company data maps to Dynamics 365 Account records. Industry, employee count, annual revenue, and address fields translate directly. Profi's company type field (e.g., individual coach, coaching firm, corporate client) migrates as a custom pick-list field (Company_Type__c) on the Account.

Profi contacts who have not yet booked a session are treated as Leads in Dynamics 365 Sales. We split Profi clients into Leads (no session history) and Contacts (at least one session booked). The split rule is configurable — your team can specify the threshold based on Profi's enrollment or activity data.

Profi session records migrate as Dataverse Activities. Each session becomes a Task with Subject set to the session name, and custom fields for Session_Type__c, Duration_Minutes__c, Session_Date__c, and Session_Status__c. Coach assignment resolves by email match to a Dynamics 365 user. The Task's Regarding field links to the Contact record, preserving the client relationship in the Dynamics 365 activity timeline.

Profi program and course enrollment data has no native equivalent in Dynamics 365 Sales. We create a custom Dataverse table (Program_Enrollment__c) linked to the Contact record via a lookup relationship. Enrollment status and progress percentage migrate as custom fields on this table.

Profi payment and invoice records do not map to any standard Dynamics 365 entity. We create a custom Dataverse table (Coaching_Payment__c) linked to the Contact, with fields for Amount, Currency, Payment_Date, and Payment_Status (value-mapped from Profi statuses to Dynamics-compliant pick-list values).

Profi coaches and staff members are resolved by email match to existing Dynamics 365 users for ownership assignment. Coach profile data (specialty, credentials, bio) that does not fit on the system User record migrates to a custom Coach__c Dataverse table linked to the corresponding User.

Profi session notes and client notes map to Dataverse Annotations. The note text, created-on timestamp, and owning user all transfer. Rich-text formatting is preserved where Profi's format is compatible with the Annotation body field. Any embedded file attachments in Profi notes are migrated as Dynamics 365 file attachments (annotationattachments), and the notes can be visualized in Power BI using the Dataverse Notes entity for reporting and analysis.

Any Profi custom fields added by your team — client-specific properties, program attributes, or billing metadata — are audited during discovery. Each custom field is type-matched to a Dataverse field type and created on the appropriate entity before migration data loads.

Owner assignment across all Profi objects resolves by matching the owner or coach email address to a Dynamics 365 system user record. Unmatched owners are flagged before migration so your team can either invite them to Dynamics 365 or reassign their records to a designated fallback owner.