Migrate from Dentally to Pipedrive

Dentally patient records map 1:1 to Pipedrive People. Core fields transfer directly: first name, last name, email address, phone number, mobile number, full postal address, city, postcode, date of birth, and gender. All standard contact fields map without transformation. The original Dentally patient ID is preserved as a custom field (Source_System_ID__c) on the Pipedrive Person record, enabling traceability throughout the migration and supporting delta-run de-duplication when records are compared against the source system during the change-capture window.

Dentally custom fields on patients (NHS number, UDA target, band categories, recall interval, medical conditions flag) create Pipedrive custom fields on the Person object. Field types are matched: text fields to Pipedrive text, dropdowns to Pipedrive enum. Pipedrive generates a 40-character hash key for each custom field.

Dentally appointments map to Pipedrive Activities. Appointments with a 'completed' status become Pipedrive Events with original start/end timestamps preserved. Cancelled or no-show appointments become Tasks with Type='Appointment' and a ' Cancelled' note. The practitioner who owned the appointment resolves to a Pipedrive User by email match.

Dentally invoices become Pipedrive Deals where the total invoice amount maps to deal_value (single numeric field). Individual line items, payment plan schedules, and NHS/UDA breakdowns are preserved in a Deal Note appended at migration time. Pipedrive does not have a native invoice object; the full invoice detail lives in the Note.

Dentally treatment plans (proposed treatments, completed procedures, materials used) have no Pipedrive structural equivalent. Plans are migrated as freeform Notes attached to the Person record with a 'Treatment Plan' label. The structured nature of Dentally's treatment items (band, surface, tooth number) is preserved as text in the Note body.

Dentally clinical notes — tooth chart data, periodontal pocket measurements, existing restorations — have no structured Pipedrive equivalent. These migrate as Notes on the Person record. We preserve the original timestamp and authoring practitioner, but the tooth-chart spatial layout collapses to a text representation.

Dentally patient medical history containing conditions, medications, allergies, and relevant health alerts migrates as a Note attached to the Pipedrive Person record with a 'Medical History' label. The Note body preserves the original medical text from Dentally including any formatted lists or structured condition entries. Pipedrive's 'Important fields' feature allows administrators to surface this Note prominently in the Person detail view without requiring a custom object or additional configuration. This approach keeps medical context accessible to staff viewing patient records without altering Pipedrive's standard data architecture.

Dentally practitioners and staff map to Pipedrive Users. Resolution happens by email match — each Dentally practitioner record's email is matched against invited Pipedrive users. Unmatched practitioners are flagged before migration; records are assigned to a fallback owner until Pipedrive user accounts are provisioned.

Dentally practice and surgery details — including practice name, primary address, phone number, and any secondary contact information — map to Pipedrive Organization fields. For multi-location practices where each surgery operates as a separate entity in Dentally, each location becomes a distinct Organization record in Pipedrive rather than being merged. Parent-child hierarchical relationships between Dentally sites (such as group headquarters linked to satellite clinics) map to Pipedrive's Organization hierarchy using the Parent Organization field, preserving the structural relationship across your dental group.

Dentally recall campaigns — automated patient outreach based on recall intervals — have no Pipedrive equivalent. The recall interval (months since last visit) migrates as a custom field on Person, but the automated triggering logic must be rebuilt in Pipedrive's Automation engine post-migration.

Dentally files attached to patient records — including consent forms, radiographs exported as image files, treatment plan PDFs, clinical photographs, and any other uploaded documents — transfer to Pipedrive as attachments on the appropriate Person Note or Activity record. Each file is re-uploaded to maintain the original association to the patient record. Pipedrive enforces a file size limit of 100MB per individual file upload, which accommodates most dental imaging exports and standard document types without requiring compression or splitting.

Dentally SMS/email appointment reminders and patient communication templates do not migrate. These are platform-native automation constructs. We export the template content as a reference Note on the Person so your Pipedrive admin can rebuild them in Pipedrive's Automation or Email Templates.