Migrate from Cliniko to Freshsales

Cliniko patients map 1:1 to Freshsales Contacts. Patient first name, last name, email, phone, address, date of birth, and gender transfer directly. Active patient status maps to Freshsales lifecycle stage 'Customer'. We preserve Cliniko's patient ID as Source_System_ID__c for delta-run de-duplication.

Patients flagged as 'prospect' or 'referral lead' in Cliniko (with no appointments yet) route to Freshsales Leads. The split occurs on Cliniko's patient_status field: 'active_patient' goes to Contact; 'prospect' or 'lead' goes to Lead. This preserves your referral pipeline separately from existing patient base.

Cliniko practitioners with active appointments map to Freshsales Users so they appear as deal owners and task assignees. Practitioners without Freshsales user licenses map to Contacts with a custom 'Practitioner_Role__c' field set to 'Treating Practitioner'. Email and specialty fields map directly.

Cliniko appointments with status 'completed' become Freshsales Tasks with Type='Appointment' and Completed=true. Future appointments become Events with start/end datetimes, location, and the practitioner as the event owner. Cancelled and no-show appointments become Tasks with status 'Not Completed' and a custom outcome field. Original appointment duration is preserved.

Cliniko treatment notes attach to the patient record. Short notes (< 500 characters) migrate as Freshsales Notes linked to the Contact. Long clinical notes are stored as a custom text area field (Treatment_Notes__c) on the Contact so the full history is queryable in reports. Note create date maps to Freshsales Note CreatedAt.

Cliniko invoices become Freshsales Deals. Invoice total amount maps to Deal Amount; invoice date maps to Deal CreatedAt; payment status (paid, overdue, partial) maps to a custom pick-list field Payment_Status__c. Line items are concatenated into a custom text field Line_Items_Summary__c since Freshsales Deals do not natively support invoice line items without the Products module.

Cliniko products and services (billing items, session rates, packages, consumables) map to Freshsales Products with name, unit_price, and stock_quantity fields transferred directly. Products linked to invoices carry the original invoice reference as a custom Product field called Product_Source__c to preserve the billing context in Freshsales. SKU and description fields map to the corresponding Freshsales Product product_code and description fields.

Cliniko patient insurance data (carrier name, policy number, group number) has no native Freshsales equivalent, so we create custom fields on Contact: Insurance_Carrier__c (text), Insurance_Policy_Number__c (text), Insurance_Group__c (text). Insurance status (active, expired) maps to a custom pick-list field Insurance_Status__c with values matching your Cliniko setup. These fields appear on the Contact record under a dedicated Insurance Information section for quick reference by billing staff.

Cliniko referral source (doctor, hospital, marketing campaign, word of mouth) maps to a custom pick-list Referral_Source__c on Contact. If the referral source is a company entity, we also create a corresponding Freshsales Account and link the Contact to it via the standard AccountId lookup. This enables referral source reporting at both individual and organization levels.

Cliniko multi-location setups map to Freshsales Accounts with type set to 'Clinic'. Each Account holds the location address, phone number, and a custom field Location_ID__c matching Cliniko's location identifier for traceability. Practitioners and appointments are linked to the appropriate Account so pipeline reports can filter by clinic location or aggregate across all clinic Accounts for consolidated practice-wide views.

Patient attachments such as consent forms, intake documents, imaging references, and signed agreements from Cliniko's Data Export are re-uploaded as Freshsales Files linked to the Contact record. The original filename and file type are preserved on upload. Freshsales enforces a 25MB file size limit per file; any Cliniko attachment exceeding this threshold is flagged in the pre-migration report with step-by-step instructions for manual download and attach after migration.

Cliniko form-connected fields that auto-update patient records upon form submission map to the corresponding Freshsales custom field using the same field name. We preserve the original form submission timestamp as a custom datetime field Form_Submitted_At__c on the Contact so the auto-update origin remains traceable in Freshsales reports and audit trails.

Cliniko's automated SMS and appointment reminder workflows do not migrate because automation logic resides in Cliniko's scheduling and communication settings rather than in portable data fields. Freshsales offers SMS and workflow automation at Pro and Enterprise tiers using Freshcaller integration and the Freshsales Workflow Automation builder. We export your Cliniko reminder templates as reference PDF documents for your Freshsales admin to rebuild equivalent automations.

Cliniko medical history and allergy fields map to custom text area fields on Contact: Medical_History__c and Allergies__c. These custom fields inherit Freshsales' 32,768 character text area limit. Any Cliniko medical history string exceeding this limit is flagged pre-migration and the overflow portion is stored as a linked Freshsales Note titled 'Medical History (partial — full record in source)' for complete record preservation.

Cliniko's online booking and scheduling widget has no Freshsales equivalent at the CRM level. Freshsales offers Calendly integration or Freshmarketer's scheduling capabilities as alternatives. We do not migrate booking configuration — practices must configure Freshsales' scheduling tool separately using Cliniko's practitioner availability as reference.