Migrate from Dental-Exec to Pipedrive

Dental-Exec patients map directly to Pipedrive Persons. Name, email, phone, address, and date-of-birth fields transfer as standard Pipedrive Person fields. The Person's primary Organization is set to the practice's organization record unless the patient record includes a referring dentist or employer link.

Patients with an outstanding treatment plan and no confirmed appointment in the past 12 months route to Pipedrive Lead status. Active patients with a recent visit map directly to Person. The split rule is configurable — your team can adjust the recency threshold based on practice scheduling patterns.

Each Dental-Exec location or practice entity maps to a Pipedrive Organization. The Organization record stores the practice name, address, phone, and website. Multi-location groups produce multiple Organization records linked to the same Pipedrive account. This structure enables location-specific reporting and helps maintain clear hierarchy when grouping providers and patients under each organization.

Dental-Exec provider records (dentists, hygienists, specialists) map to Pipedrive Users. Owner assignment on migrated records is resolved by matching the provider email against Pipedrive user accounts. Providers without a Pipedrive login are assigned to a fallback admin user and flagged for review.

Dental-Exec appointments become Pipedrive Activities. The appointment type (hygiene, restorative, surgical, consultation) maps to the Activity subject line and type field. Start time, duration, and provider link transfer as Activity start/end times and owner. Procedure codes and clinical notes from the appointment record become Activity notes.

Treatment plans with a proposed procedure and estimated fee map partially to a Pipedrive Deal (for financial tracking) and partially as custom fields on the Person record (procedure codes, plan status, clinical notes). Active treatment plans become open Deals; completed plans become closed-won Deals with the final fee recorded.

Insurance carrier, policy number, group number, and claim status have no Pipedrive native equivalent. These fields are created as custom fields on the Person object. Claim history is stored as a text block custom field with line-item summaries from Dental-Exec — not as individual records.

Outstanding balance, last payment amount, and last payment date transfer as custom fields on the Person record. If the treatment plan generated a Deal, the payment status maps to a custom field on the Deal. Pipedrive does not have a billing ledger — this data is for reference and reconciliation purposes only.

Dental-Exec clinical notes and administrative notes map to Pipedrive Notes attached to the corresponding Person record. Original timestamps and author (provider) information are preserved in the Note metadata. Notes are not converted to Activities — they remain as freeform text records.

Referral source information in Dental-Exec (patient origin, referring dentist, marketing channel) has no native Pipedrive field. A referral_source custom field is created on the Person object. If Dental-Exec uses a structured pick-list, the values are mapped value-by-value into the custom field options.

Dental-Exec file attachments (treatment consent forms, insurance cards, imaging files) are downloaded and re-uploaded to Pipedrive Files linked to the Person record or the relevant Activity. File size limits follow Pipedrive's storage tier — Enterprise plans offer unlimited storage; lower tiers are capped per user.

Lab cases and prosthetic orders tracked in Dental-Exec map to a custom lab_case_status field on the Person plus an Activity record noting the case submission date, lab, and expected return date. Detailed lab prescription data migrates as a Note attachment.