Migrate from Cliniko to Nutshell

Cliniko patients map directly to Nutshell People records in a straightforward one-to-one transfer. Core patient fields including name, email address, phone number, physical address, and date of birth carry over as standard Nutshell Person fields. The original Cliniko patient identifier is stored as a custom text field (Cliniko_Patient_ID__c) on each Person record for traceability purposes, enabling reliable delta-run de-duplication during subsequent migration runs and maintaining the link back to the source Cliniko system for reference and audit trail functionality.

Cliniko practitioners who will use Nutshell as CRM users are matched by email address to existing Nutshell users. Practitioners without Nutshell accounts are flagged — they either need Nutshell user invitations before migration or their appointments reassigned to a fallback CRM owner.

Each Cliniko appointment becomes a Nutshell Activity. Appointment type maps to the Activity subject, original date/time becomes the Task due date or Event start time, duration maps to the Task duration field or Event end time, and the associated patient links via Nutshell's person association. Appointment status (attended, no-show, cancelled) stored as a custom picklist field.

Cliniko invoices have no direct Nutshell equivalent — Nutshell lacks a native billing module. Invoice total, balance outstanding, and last payment date migrate as custom currency fields on the Person record (Total_Invoiced__c, Balance_Due__c, Last_Payment_Date__c). Individual invoice line items are not separately represented; summarized totals preserve the financial picture.

Individual payments on invoices attach to the patient as custom date and currency fields (Last_Payment_Amount__c, Last_Payment_Date__c). Payment history is summarized — detailed transactional payment log is preserved in the Cliniko export file for reference but does not map to individual Nutshell records.

Cliniko products and services (billable items linked to appointments) have no direct Nutshell equivalent. Frequently billed service types migrate as a custom picklist on the Person record (Primary_Service_Type__c) representing the most common service delivered to that patient. Detailed product catalog does not map into Nutshell's CRM model.

Cliniko third-party companies (insurance carriers, referral sources) map to Nutshell Company records. Company name, address, and phone carry over. Insurance carrier-specific data (policy number, group number) stored as custom fields on the associated Person record since Nutshell Companies cannot store patient-specific insurance details.

Cliniko appointment types such as Initial Consultation, Follow-up, and Treatment sessions represent distinct service categories within the scheduling workflow. These appointment types require mapping to a custom picklist field (Appointment_Type__c) created on the Nutshell Activity object. During the discovery phase, we enumerate the complete appointment type list from Cliniko and perform value-by-value mapping to ensure each activity lands with the correct classification in Nutshell. This mapping preserves the categorical context of each appointment while adapting it to Nutshell's data model.

Cliniko locations (clinic sites, rooms) have no native Nutshell equivalent. Location name migrates as a custom text field on the Activity record (Clinic_Location__c). If Nutshell locations correspond to distinct business units, they can alternatively be modeled as Nutshell Companies for segmentation.

Files attached to Cliniko patient records including forms, imaging files, and signed documents are downloaded from the Cliniko system and re-uploaded as Nutshell attachments on the corresponding Person record. This preserves the document context alongside the patient record. File size limitations apply as part of Nutshell's platform constraints — the system handles standard document sizes appropriately, but very large files exceeding platform limits are flagged for manual review and alternative handling during the migration process.

Cliniko treatment notes and chart documentation contain clinical data that has no CRM equivalent in Nutshell. These records are exported as standalone files and attached to the Person record as reference documents. Clinical content is preserved but not searchable within Nutshell's standard fields — this is a known limitation disclosed before migration commits.