Migrate from DentAdmin to Zoho CRM

DentAdmin patient records map directly to Zoho CRM Contacts. All standard demographic fields including name, date of birth, address, phone, email, and mobile phone migrate as their direct Zoho equivalents. The DentAdmin internal patient ID is preserved as Source_System_ID__c on the Contact record for traceability, enabling delta-run de-duplication when subsequent migrations run and preventing duplicate Contact creation if patients were already present in Zoho from a prior import attempt.

DentAdmin RIZIV insurance codes andMutuality numbers have no native Zoho CRM equivalent. We create a custom field (RIZIV_Code__c or mutuality_number__c) as a text or pick-list field on the Contact record. Code-to-description value mapping is applied where DentAdmin stores both. This field is critical for Belgian dental billing continuity in Zoho.

DentAdmin appointment records are split by type: treatment appointments map to Zoho Tasks with Subject, Due Date, and Status; calendar-bound appointments map to Zoho Events with start/end times and location. Dentist assignments are stored in a custom field (Treating_Dentist__c) on the activity record since Zoho Events do not natively support multi-lookup on the Event object.

DentAdmin treatment history — procedure code, description, date, tooth involved, and fee — does not map to any standard Zoho object. We create a Treatment_History subform on the Contact record or store as a JSON blob in a long-text custom field, depending on Zoho edition. Reporting on treatment frequency requires the subform approach.

DentAdmin dentists who are Zoho license holders migrate as Zoho Users (OwnerId on activities). Dentists who are not Zoho users migrate as Contacts in a separate Provider module and are linked to patient records via a lookup custom field (Primary_Dentist__c). Multi-site providers get their site recorded as a custom field for reporting.

DentAdmin tracks SMS consent and communication preferences per patient. Zoho CRM has no native SMS-opt-in field. We migrate this as a boolean custom field (SMS_Consent__c) on the Contact. For multi-channel preference tracking, we map it to Zoho's Multi-Select field with options matching the original DentAdmin values.

DentAdmin billing records and outstanding balances map to a custom currency field (Outstanding_Balance__c) on the Contact record. Historical paid/unpaid status can be stored as a pick-list field (Billing_Status__c) for reporting. Zoho Invoices module is not activated by default on all plans — we flag whether to activate it based on billing workflow requirements.

DentAdmin attachments on patient records (consent forms, imaging referrals, insurance documents) re-upload to Zoho CRM as Notes & Attachments on the Contact record. File size limits apply (Zoho caps attachments at 25MB per file). Inline images in DentAdmin notes are downloaded and re-hosted. We flag oversized files before migration.

DentAdmin appointment reminder rules and recall logic have no equivalent in Zoho CRM's standard object model. We export the DentAdmin rule definitions as a JSON specification document. Your Zoho admin rebuilds these as Blueprint workflows or workflow rules in Zoho CRM. FlitStack does not migrate automation logic — only the source rule documentation is provided.

DentAdmin multi-site accounts with shared patient databases are mapped to a single Zoho Account record per site or consolidated into one Account with a Site_Name__c custom field. Patients shared across sites get duplicated Contact records with a Site_Association__c custom field. We surface this decision in the migration plan before validation runs.