Migrate from Curve Dental to HubSpot

Patient first name, last name, date of birth, gender, address, phone, and email map directly to HubSpot contact properties. Original create date and last-modified date preserved as custom datetime properties since HubSpot's native Createdate reflects migration timestamp. This direct mapping ensures basic contact information is immediately searchable and usable in HubSpot's CRM, while preserving the original record creation timestamps for historical tracking and reporting continuity.

Curve Dental stores SMS consent, email preferences, and communication flags as separate fields. These map to HubSpot contact properties (hs_email_optout, hs_sms_consent) and/or custom boolean properties. HubSpot's consent model is contact-level rather than per-channel. If consent dates exist, they are imported as custom datetime fields to preserve a full consent timeline. Multi‑channel preferences are mapped to custom pick‑list properties, ensuring compliance with practice communication guidelines.

HubSpot requires a custom object named 'Insurance' to store carrier name, plan type, group number, subscriber ID, and effective dates per patient. The custom object links to Contact via a custom association type. Insurance carriers themselves can optionally map to a Companies record for carrier-level reporting.

Treatment plans (procedure codes, proposed vs. completed status, estimated cost, provider assignment) map to a HubSpot custom object. Each treatment plan record links to the patient Contact and the responsible provider HubSpot user. Completed vs. pending status maps to a custom pick-list property.

Recall intervals (6-month hygiene, perio maintenance, annual exam) stored in Curve Dental become custom date properties on the HubSpot Contact: last_recall_date and next_recall_date. HubSpot's Workflows tool rebuilds the reminder automation based on these dates post-migration. Each recall type is also captured as custom pick‑list property to drive workflow enrollment triggers. The cadence (e.g., every 6 months) is preserved so HubSpot automations can schedule future hygiene, perio, or exam reminders.

Clinical notes in Curve Dental are exported as text and re-imported as HubSpot Notes attached to the Contact record. Periodontal charting data (probing depths, recession values) exports as structured CSV and re-attaches as a file or populates a custom object with numeric properties per tooth.

Curve Dental providers (dentist, hygienist, assistants) map to HubSpot Users for staff who will access HubSpot CRM. The primary provider and hygiene provider assignments on patient records map to custom contact properties referencing the HubSpot user ID of each provider.

Appointment records (date, provider, procedure codes, operatory) export from Curve Dental and import as HubSpot meetings with the associated Contact and HubSpot user (provider). Appointment type maps to meeting subject. Past appointments preserve original timestamps. Each meeting also records the operatory as a custom property and links the patient contact. Procedure codes are stored in a text field for reference. Appointment duration and status are captured to support reporting.

Outstanding balances, payment history, and insurance estimates from Curve Dental's ledger migrate to a custom object named 'Ledger' linked to the Contact. Individual line items (procedure, amount, insurance paid, patient responsibility) map as child records or structured properties within the custom object.

Clinical images attached to patient records in Curve Dental are exported and re-uploaded to HubSpot Files. Each file attaches to the corresponding Contact record. Large imaging files may require external storage with URL reference properties rather than direct file upload due to HubSpot file size limits.

Multi-location Curve Dental practices map each location to a HubSpot team or a custom 'Practice_Location__c' pick-list property on contacts. Providers assigned to specific offices retain that association through HubSpot user team membership or a custom multi-select property. If using teams, each location receives its own team, allowing managers to filter records and assign workflows by team. Location hierarchies can use parent‑team relationships for reporting across practices while keeping operational segmentation.

Emergency contact name, relationship, and phone from Curve Dental map to HubSpot contact custom properties: emergency_contact_name, emergency_contact_relationship, emergency_contact_phone. No native HubSpot equivalent exists for emergency contacts. These custom fields are created as text properties on the Contact record, storing the emergency contact's full name, relationship, and primary phone. Practices may add secondary phone or email fields, and can include these details in automated notifications or provider alerts.