Migrate from Dentally to HubSpot

Dentally patient records map to HubSpot contacts. We preserve original patient create dates as a custom datetime field since HubSpot Createdate reflects the migration date. Email and phone parities are direct. Patients without an email address are flagged for manual review — HubSpot requires an identifier for contact creation.

Dentally patient records do not have a standalone company object. We create a HubSpot company record for the dental practice (or the patient's employer if the contact is a corporate patient) and link the contact to it via the primary company association. Multi-site practices generate one HubSpot company per site using a custom site_name property.

Dentally treatment plans (proposed procedures with tooth number, surface, material, and fee) become HubSpot deal line items. Each treatment plan item is a line item under a deal named after the patient and creation date. Completed treatments are deal-stage changes; proposed treatments are open-stage deals that your team manages post-migration.

HubSpot has no native appointment object at any plan tier including Enterprise. We migrate Dentally appointments as HubSpot tickets with the following custom properties: Appointment_Date__c stores the appointment date, Appointment_Time__c stores time in HH:MM format, Practitioner__c stores the assigned practitioner name, Appointment_Type__c stores the type (check-up, hygiene, extraction), Surgery__c stores the surgery or chair identifier, and Duration_Minutes__c stores the duration. Your team links migrated tickets to contacts post-migration using the patient name or source system ID.

Dentally invoices have no direct HubSpot equivalent. We map invoice records to deal-level custom fields (Invoice_Number__c, Invoice_Date__c, Total_Amount__c, Balance_Due__c, Payment_Status__c) on the deal. If Dentally stores line-item invoices, those map to deal line items. The Xero or accounting integration must be rebuilt separately from HubSpot.

Dentally practitioner profiles (name, GDC number, specialisms, email) do not map natively to a HubSpot object. We resolve practitioner by email to a HubSpot user/owner for contact and deal ownership assignment. The GDC number and specialism fields migrate as custom contact properties (GDC_Number__c, Specialism__c) so the clinical identifier is preserved on the record.

Dentally custom fields on patient records vary by practice. Common examples — Medical_Alert__c, NHS_Number__c, Referral_Source__c, Recall_Interval_Months__c — are read from Dentally's custom field API and created as HubSpot contact properties. Practices with more than 50 custom fields per patient may require HubSpot Enterprise for the custom property quota.

Dentally treatment items support custom fields (material type, lab used, surface codes). These map to custom line item properties in HubSpot (Material__c, Lab__c, Surface__c) on the deal. HubSpot line items do not natively support all property types — long text fields and checkbox fields may need custom field creation if your HubSpot plan supports them.

Dentally clinical notes (per-tooth notes, BPE scores, periodontal chart data) are stored as structured text in the patient record. These migrate as long-text custom contact properties (Clinical_Notes__c, Tooth_Chart_Summary__c, Periodontal_Data__c). Tooth-chart diagrams and radiograph links do not migrate — those binary assets are linked in Dentally's imaging viewer with no HubSpot equivalent.

Multi-site Dentally practices store site/location data per patient visit. We create one HubSpot company record per site (Site_Name__c, Site_Address__c) and associate patients to the correct site company via HubSpot's company-contact association. If Dentally stores a primary site per patient, that maps to the primary company link; secondary site visits are noted in a custom property.