Migrate from Dentally to Freshsales

Dentally patient records map directly to Freshsales Contacts. Each patient becomes one Contact with name, date of birth, contact details, and address fields migrated. Households or family units can be linked via Freshsales Account records representing the family unit. Patient-level custom fields from Dentally are recreated as Freshsales custom fields on the Contact object before migration.

When Dentally tracks family relationships such as head of household linked to dependents, these map to Freshsales Account records representing the family unit. The Account stores the household name and primary contact details while individual Contact records represent each family member within that Account hierarchy.

Dentally appointments map to Freshsales Sales Activities with datetime, duration, practitioner, and appointment type (check-up, hygiene, procedure) becoming Task or Event fields. Each activity links to the Contact record for the patient. Freshsales Tasks use due dates rather than a calendar grid, so appointment timing is preserved as activity metadata.

Dentally treatment plans map to Freshsales Deals. The plan total amount becomes the Deal amount, plan status (Proposed, Accepted, Completed) maps to Deal stage, and the plan created date becomes the Deal created date. Dentally plan notes migrate as Deal description.

Individual procedures within a Dentally treatment plan (e.g., filling, crown, extraction) map to Freshsales Deal Products. Each line item includes the procedure name, fee, and quantity. Products must exist in Freshsales Product Catalog first.

Dentally invoices map to Freshsales Deals with payment status tracked via custom fields. Billed amount becomes Deal amount, outstanding balance becomes a custom currency field, and payment date updates the Deal stage. Freshsales does not have native invoicing — consider Freshsales Suite for billing add-ons.

Dentally clinical notes including chart notes and medical history summaries migrate as Freshsales Notes linked to the Contact record. Rich-text formatting is preserved where Dentally supports it. Clinical notes serve as reference documentation in Freshsales — the platform cannot execute clinical workflows based on this data.

Dentally file attachments including X-rays, consent forms, and intraoral imaging are re-uploaded to Freshsales Files attached to the Contact record. Files exceeding the Freshsales 25MB per-file limit are flagged for chunked upload or alternative storage solutions. Clinical imaging formats are preserved as-is during transfer.

Dentally custom fields on patient records (e.g., recall preference, insurance provider, referral source) require corresponding custom fields to be created in Freshsales on the Contact object before migration. Field type matching (text, dropdown, checkbox, date) is done during the mapping phase.

Dentally practitioners and staff users map to Freshsales Users via email address matching. The pre-migration process runs a lookup comparing Dentally practitioner emails against existing Freshsales user emails. Any practitioners without a Freshsales user match are flagged in a resolution report for admin provisioning before migration runs, ensuring all Deals and Activities have an assigned owner.

Dentally recall reminders and appointment confirmation automations have no Freshsales equivalent. These must be rebuilt as Freshsales Workflows using Contact Lifecycle Stages or custom date fields as triggers. FlitStack exports the Dentally recall rules as documentation for your Freshsales admin.

Dentally treatment plan status values (e.g., Proposed, Accepted, In Progress, Completed, Cancelled) map to Freshsales Deal Stage pick-list values. The mapping is value-by-value for each status in Dentally. Custom stage names in Freshsales must be created before migration begins, and the stage order should reflect your practice workflow from initial proposal through completion.