Migrate from Voopty Inc. to HighLevel

Voopty Student records map to GoHighLevel Contact. We create a custom field voopty_student_type__c (single-select picklist) carrying values learner, minor_learner, or adult_learner based on the Voopty record's age group or enrollment type. Contact email, phone, and address fields map directly. The student ID from Voopty is preserved in voopty_original_id__c as a text field for dedupe and reconciliation.

Voopty Client records represent parents or adult learners who book services. If the Client has no child enrolled (standalone adult learner), we map to GoHighLevel Contact. If the Client has enrolled dependents and the account operates with a parent-company model, we map to GoHighLevel Company with a note flagging the relationship to the dependent student Contacts. Active-client status from Voopty (minimum 1 lesson/month threshold) is stored in a custom field voopty_active_client__c as a boolean for reporting.

Voopty Course records map to a GoHighLevel Custom Object called Course__c with fields for course_name, course_type (group, individual, hybrid), teacher_lookup (references Contact), enrollment_capacity, and active_status. If the customer runs fewer than 10 course types and prefers simpler tracking, we alternatively map courses to GoHighLevel Tags on the Contact with a Tag Group named Course_Enrollment. The customer selects the approach during scoping.

Voopty Teacher and Staff accounts map to GoHighLevel Team Members (Contacts with the team_member__c flag set). Role-based permissions (administrator, teacher, front_desk) from Voopty map to GoHighLevel access_level and sub-account assignment. Voopty staff that are also students (e.g., teaching assistants enrolled in courses) retain both records with cross-linked IDs.

Voopty recurring class sessions (static schedules) map to GoHighLevel Event records with start_time, end_time, location, and the associated Course__c lookup. Dynamic schedules with variable times map to GoHighLevel Custom Object Session__c with date, start_time, end_time, teacher (Contact lookup), and course (Course__c lookup). Attendance status (present, absent, late) is not a native GoHighLevel field and is stored in a custom field attendance_status__c on the Event or Session__c record.

For under 5,000 attendance rows, we map to Event records with a custom attendance_status__c picklist (present, absent, late, excused). For over 5,000 rows, we use a Custom Object Attendance__c linked to Contact and Course__c with fields session_date, status, and notes. The mapping approach is selected during scoping based on the customer's reporting needs and record volume. Historical attendance is not a GoHighLevel native object, so explicit field design is required to avoid losing the data in a generic event feed.

Voopty subscription plans (recurring billing configurations) map to GoHighLevel Opportunities with custom fields voopty_subscription_id__c, voopty_plan_name__c, billing_cycle__c (monthly, quarterly, annual), and next_billing_date__c. The Opportunity pipeline stage is set to Closed Won during migration to reflect active subscriptions. Voopty's WayForPay and LiqPay transaction references are stored in custom fields for audit. GoHighLevel has no native recurring billing object, so subscription tracking relies on these custom Opportunity fields and the customer's periodic review process.

Voopty payment records from WayForPay and LiqPay map to custom fields on the parent record: total_amount_paid__c, last_payment_date__c, payment_gateway__c (WayForPay, LiqPay, or other), and voopty_transaction_id__c. We do not migrate full payment transaction histories as individual records because GoHighLevel has no native payment ledger object; the custom field approach preserves the financial snapshot for customer service and renewal conversations. Individual invoice PDFs from Voopty are stored as attachments on the Contact or Opportunity.