Migrate from AeronaClinic to Freshsales

AeronaClinic Patient maps directly to Freshsales Contact. First name, last name, email, phone, address, date of birth, and gender transfer as standard contact fields. The original AeronaClinic patient ID is preserved in Source_System_ID__c for traceability and delta-run de-duplication. This custom field also enables accurate record linking during incremental syncs after the initial migration, ensuring no duplicate patients are created when the source system continues to receive updates.

Patients who have not yet booked a treatment appointment (referral-only records, inquiry records) map to Freshsales Lead. Name, email, phone, and referring-provider fields transfer; status defaults to 'New Lead' in Freshsales unless a conversion rule is pre-defined. If your sales process defines specific lead stages for referral sources, we map those to corresponding Freshsales lead status values during migration, preserving the original referral type for reporting.

AeronaClinic appointments become Freshsales Tasks with Task Type set to 'Appointment'. Original appointment start time, end time, and provider owner map to Freshsales Task Due Date, Subject, and Owner respectively. The appointment status (confirmed, completed, no-show) maps to a custom pick-list field since Freshsales Tasks have no appointment-specific status.

For appointments with specific time slots and calendar requirements, AeronaClinic appointments map to Freshsales Events (Freshsales Pro and Enterprise). Event Subject, Start Date/Time, End Date/Time, and Assigned User transfer. All-day flag and reminder settings require Freshsales workflow recreation. If your clinic relies on all-day events or recurring reminders, we capture the original flags in custom fields (All_Day_Event__c, Reminder_Flag__c) so your Freshsales admin can configure the appropriate workflow triggers post-migration.

AeronaClinic providers (dentists, hygienists, practice managers) resolve by email match to Freshsales Users. Provider role in AeronaClinic (e.g., Principal Dentist) maps to a custom text field on the Freshsales User record. If a provider email has no Freshsales user match, records are assigned to a fallback owner flagged before migration.

AeronaClinic treatment plans (procedure codes, tooth surfaces, materials, fees) have no Freshsales native equivalent. On Enterprise plans this maps to a Freshsales Custom Module named 'Treatment_Plan__rv'. On Growth/Pro plans, treatment plan fields become custom fields on the Contact record: Treatment_Plan_Status__c, Procedure_Code__c, Estimated_Fee__c.

AeronaClinic clinical notes (per-appointment clinical observations, clinical flags, medical history flags) migrate as Freshsales Notes attached to the Contact record. Notes preserve the original timestamp and provider owner. Long-form clinical notes that exceed Freshsales Notes character limits are split across multiple note records with a sequence prefix.

AeronaClinic invoice line items (procedure, fee, payment status) map to Freshsales Deal Products linked to a Deal. A Deal named after the patient's active treatment plan is created; invoice totals map to the Deal Amount. Outstanding balance maps to a custom field as Freshsales Deals do not track payment installment schedules natively.

AeronaClinic patient portal settings and recall/automated reminder logic have no Freshsales equivalent — Freshsales Workflows handle task creation but not patient-facing appointment reminders or recall sequences. We export the recall configuration as a reference document for your Freshsales admin to rebuild using Freshsales Workflows or Freshmarketer (available via Freshsales Suite upgrade).

Any custom fields configured in AeronaClinic (e.g., referral source, insurance provider, preferred appointment time) migrate as Freshsales custom fields on the relevant object. Field data type is preserved: text to text, pick-list to pick-list, date to date. Freshsales custom fields are created during the pre-migration schema setup phase.

AeronaClinic multi-location setups: each clinic location becomes a Freshsales Account record with name, address, and phone. Patients are linked to their primary clinic via AccountId on the Contact record. Provider schedules can be associated with the Account record via custom fields.

Patient documents attached to AeronaClinic records (treatment consent forms, imaging references) are downloaded and re-uploaded as Freshsales Files, linked to the Contact record. File size limits: Freshsales Growth/Pro allow up to 5GB per user; Enterprise allows 100GB per user. We also preserve the original file name and upload timestamp as metadata fields, ensuring your team can verify the source and date of each document after migration.