Migrate from Profi to Zoho CRM

Profi Client maps 1:1 to Zoho Contact. Zoho Contact requires First_Name and Last_Name — Profi clients with single-name profiles are split using the display_name field. Primary phone, email, timezone, and timezone availability windows migrate as standard and custom Contact fields. Client is linked to an Account (Company) based on Profi's company_associated field.

Profi stores an optional company name on each Client record. When present, it migrates as a Zoho Account with Name, Website, Industry, Phone, and Employee_Count fields mapped from Profi's company_ fields. Accounts without a company name receive a placeholder 'Individual Client' Account to satisfy Zoho's foreign-key requirement on Contact.AccountId.

Profi Session records map to Zoho Tasks linked to the corresponding Contact. The Subject field concatenates coach name and session type (e.g., 'Coaching Session with Sarah – 1:1'). Original session start time and duration migrate as custom datetime fields on the Task since Zoho's native ActivityDateTime applies at migration time rather than preserving the original timestamp. Status defaults to 'Completed' for past sessions.

Sessions with a scheduled future date migrate as Zoho Events with Subject, Start_DateTime, End_DateTime, and Duration_minutes fields preserved from Profi. Event is linked to the Contact and optionally to the coach-assigned Zoho User. Past sessions already completed are mapped as Tasks instead.

Profi Packages with a session count and monetary value map to Zoho Deals. The package name, price, currency, purchase date, and remaining_session_count migrate as Deal fields and custom fields. Stage is set to 'Closed Won' for fulfilled packages or the appropriate stage based on package_status. One Package per Deal preserves the session-count audit trail in Zoho.

Profi Coach records map to Zoho Contacts with a custom pick-list field Coach_Role__c set to 'Coach'. Coach email and name migrate to Contact.Email and Contact.Last_Name. Session assignments are preserved by linking each migrated Task to the appropriate coach Contact via a custom Task field Coach_Link__c. Zoho User assignment on Deals and Tasks is resolved by email match against Zoho Users.

Profi course enrollment data has no native Zoho CRM equivalent — Zoho does not include a learning management module. We migrate enrollment_date, course_name, and completion_percentage as custom fields on Zoho Contact: Course_Enrolled__c (date), Course_Name__c (text), and Completion_Pct__c (number). Multiple course enrollments are stored as semicolon-delimited lists in these fields or as separate custom-module records.

Profi session notes attached to individual sessions migrate as Zoho Notes linked to the corresponding Contact or Deal. The Note Body preserves full text including coach commentary and client feedback. Note creation date is set from Profi's session note timestamp to maintain historical context. Attachments on notes are re-uploaded to Zoho Files and linked to the Note record.

Profi profile-level custom fields (e.g., coaching_specialty, referral_source, intake_form_responses) that have no direct Zoho Contact equivalent are created as custom fields during migration. Data type is preserved — pick-lists become Zoho pick-list fields, dates become date fields, and free-text becomes text fields. A custom section 'Profi Profile Data' groups these fields on the Contact layout.

Files attached to Profi client profiles or sessions are downloaded, re-uploaded, and linked to the corresponding Zoho Contact or Deal record. File size limits per Zoho edition apply. Inline images embedded in session notes are extracted, hosted as Zoho Attachments, and referenced in the Note body. Original file names and MIME types are preserved for audit continuity.