Migrate from Voopty Inc. to monday CRM

Voopty Student records map to Monday.com Contact items on a Student Board. We extract student name, email, phone, date of birth, and emergency contact fields and map them to Monday's native Contact fields. Custom fields for medical notes, learning goals, or assigned teacher references migrate as text or linked columns on the student item. Attendance status per course is preserved as a separate column rather than a sub-item to avoid overcomplicating the board structure for typical class sizes.

Voopty Client records (parents or adult learners who book services) map to Monday Contact items. If the same individual appears as both a Client and a parent of a Student in Voopty, we create a single Monday Contact and link it to the related Student items via a dependency or relation column. The Voopty active-client threshold (one lesson per month) is preserved as a custom column with a yes/no value rather than relying on Monday's implicit definition of active.

Voopty Staff accounts map to Monday Users if the staff member needs to log in and manage boards, or to Contacts if they should appear in the CRM but not access Monday's workspace. Role-based permissions from Voopty (teacher vs administrator) map to Monday User roles. If the destination Monday workspace has existing users, we deduplicate by email match and flag any Voopty staff without a Monday account for the customer's admin to provision.

Voopty Course records map to a Monday board or a group within a Courses board. Each course becomes an item with columns for course name, description, capacity, duration, pricing, and course type (group class or individual lesson). Enrollment counts are computed from student-course relationships and stored as a number column. We create the board structure before importing students so that the course-to-student link column resolves at import time.

Voopty static recurring schedules (fixed class times) map to Monday's Calendar View or Timeline column on the course board. We extract the recurring session definition (day of week, start time, end time, room or online link) and convert it to a Calendar View showing all sessions as events. Dynamic scheduling records from Voopty are mapped field-by-field as date columns on each session item with the recurrence pattern stored as a text field. Session capacity is preserved as a number column and compared against enrollment count during migration validation.

Voopty attendance tracking per session per student maps to column values on the session item in Monday. We create status columns (Present, Absent, Late, Excused) and populate them for each student enrolled in the session. If attendance records span multiple courses and months, we aggregate attendance percentage as a number column on the student item for quick reporting. Voopty's attendance data is preserved in full; any session identifiers in Voopty are mapped to the corresponding Monday item ID for reconciliation.

Voopty subscription plans tied to students or clients require custom column mapping in Monday. Plan name, start date, end date, billing frequency, and amount map to text, date, and number columns on the student item. The Voopty active-client flag (based on one lesson per month) is preserved as a custom column value so that the customer's admin can apply the same threshold in Monday if needed. Subscription periods that span multiple months become date range columns in Monday's Timeline or start_date/end_date column pairs.

Voopty payment records from WayForPay, LiqPay, and Stripe integrations map to items on a separate Payments board or to columns on the student item. We preserve the original payment provider, transaction ID, amount, currency, and payment date as columns. Provider references are stored as text fields; they do not link to live payment records but provide the audit trail needed for reconciliation. If the customer uses a third-party accounting tool, we document the payment board schema so it can be integrated via Zapier or Monday's native integrations post-migration.