Migrate from The Practice to Zoho CRM

The Practice Client maps to Zoho Contact. The client's primary contact fields (name, email, phone, address) transfer directly. The Practice lifecycle_stage maps to Zoho Lifecycle_Stage__c custom field (custom_field_required). Coach assignment resolves via email match to Zoho user OwnerId. If the client has no email, the record is flagged for manual review before migration commits.

When The Practice client record includes a company or organization field, that value maps to Zoho Account Name. The Contact links to the Account via AccountName lookup. If no company field exists, the Contact lands without an AccountId — this is acceptable in Zoho but surfaces in the pre-migration field-level diff so you can decide whether to populate it.

The Practice session with type 'call', 'chat', or 'follow-up' becomes a Zoho Task linked to the Contact. Subject is set to 'Session: [session_type]'. The session notes field maps to Task Description. Original session date and time map to Task Created Date or a custom Created_Date__c field for audit continuity. Coach maps to Task OwnerId via email resolution.

Sessions with a scheduled start and end time map to Zoho Events. Event Subject carries session_type; Event Description carries coach notes. The session URL field maps to Event Description or a custom Session_URL__c field. Event linked to Contact via WhatId. Participants field carries the client contact.

The Practice Invoice maps to Zoho Invoices. Invoice number maps to Invoice Number. Total amount and currency map directly. Status values (Draft, Sent, Paid, Overdue) require explicit value_mapping to Zoho Invoice status labels (Created, Sent, Paid, Overdue). Line items from The Practice map to Zoho Invoice Line_Items. Payment date maps to Last_Payment_Date on the Zoho Invoice record.

The Practice Contract PDF and contract metadata (type, start date, end date, status) map to a Zoho Note attached to the Contact record. Contract name maps to Note Title. Contract type and dates are stored as a custom Note field (Contract_Details__c) on the Note object for reference filtering. The PDF attachment is re-uploaded to Zoho Files and linked.

The Practice Task (follow-up, reminder) maps 1:1 to Zoho Task. Subject, status, priority, due date, and description transfer directly. Owner resolves via email match to Zoho user. If the original task in The Practice links to a client record, the Zoho Task is linked to the corresponding Contact via WhatId.

The Practice intake form fields create a Zoho Custom Module named Intake_C following the _C naming convention. Each intake question maps to a field in the module — text fields to Text, multi-select to Multi-Select Picklist, dates to Date. The module links to Contact via a lookup field (Contact_Name). Pre-migration, we create the module structure in Zoho before data is inserted.

The Practice referral_source field has no Zoho native equivalent. We create a custom pick-list field Referral_Source__c on the Contact module. Pick-list values are populated from The Practice's distinct referral source options. Duplicate values are deduplicated before import. If referral source data includes free-text entries, those are grouped into an 'Other' pick-list value to maintain data integrity and prevent pick-list overflow in Zoho.

The Practice user records (coaches, admins) are resolved against Zoho Users by email address. Active Zoho users matching the email receive ownership of migrated records. Inactive Zoho users or coaches without a Zoho account are flagged in the pre-migration report — the team either creates the Zoho user first or assigns records to a fallback OwnerId.

The Practice file attachments (intake PDFs, signed contracts, session recordings) are downloaded from The Practice storage and re-uploaded as Zoho Attachments linked to the parent record (Contact, Invoice, or Note). Zoho's per-file size limit is enforced during the upload process. Files over the limit are flagged for manual handling.