Migrate from axiUm Dental to Freshsales

axiUm patient records map directly to Freshsales Contacts. Each axiom patient becomes one Contact record with first name, last name, email, phone, address, and date of birth transferred. axiom patient IDs are stored in Freshsales as Source_System_ID__c for traceability. Custom fields are created under the Contact module to hold any non-standard data elements that do not map to native Freshsales fields.

axiUm patients who have never booked an appointment are classified as Leads in Freshsales. Active and recall patients with appointment history become Contacts. The split logic is based on whether an appointment record exists in axiom linked to the patient. All patient demographics transfer to the corresponding record type, with the original axiom patient ID preserved in Source_System_ID__c.

axiUm Company records (institutional practices, referral partners, or external labs) map to Freshsales Accounts. Account Name, Website, Industry, and Phone transfer directly. Multi-location axiom accounts require one Account per location. The axiom company ID is stored in Freshsales Source_System_ID__c for cross-reference and delta-run matching.

axiUm appointment records map to Freshsales Tasks with Subject set to the appointment type, due date set to the scheduled date, and owner resolved by email match against Freshsales Users. Status is set to Open on migration. Provider-to-email cross-reference file from the institution's IT team is required to complete the owner mapping accurately.

axiUm appointments with start and end times map to Freshsales Events. Start time, end time, and associated Contact/Account links are preserved. The appointment type (exam, hygiene, surgical) is stored in the Event Subject field. Both Task and Event records are created from the same axiom appointment to maintain scheduling and follow-up context.

axiUm financial Transactions (billing records) with outstanding or proposed amounts map to Freshsales Deals. The transaction amount maps to Deal Amount, and the transaction date maps to Close Date. Deal Stage is set based on transaction status: 'Completed' maps to Closed Won, 'Pending' maps to Negotiation.

axiUm Extended Fields vary per institution and often contain treatment-specific data (e.g., referring provider ID, insurance plan group, preferred appointment time). Freshsales requires a custom field to be created under each module before migration. Sprout plan has 0 custom fields; Blossom allows 10, Garden 100, Estate/Forest 300.

axiUm Treatment Plans store procedure codes and fee schedules. We create one Freshsales Deal per Treatment Plan with the total planned amount, and attach the treatment plan document as a Salesforce File linked to the Deal. Individual procedure codes are stored in a custom multi-select pick-list field.

axiUm periodontal chart data and clinical notes have no schema-equivalent in Freshsales CRM. These are exported as PDF attachments and linked to the Contact record. Clinical content cannot be searched or filtered in Freshsales but is preserved for reference.

axiUm provider records map to Freshsales Users by email match. axiom does not expose user email in a standard field, so a cross-reference file from the institution's IT team is required to map provider IDs to email addresses before migration. This file is critical for accurate task and event owner assignment in Freshsales.