Migrate from Dentally to Zoho CRM

Dentally patient records map directly to Zoho CRM Contacts. Patient demographics (name, DOB, email, phone, address) transfer as-is. Custom patient fields migrate to Contact custom fields. Original Dentally create dates are preserved as a custom datetime field. During migration, each Contact receives a Source_System_ID__c field linking back to the original Dentally identifier, enabling accurate delta‑pickup and future sync if required.

If Dentally holds unscheduled patient prospects (not yet appointed), those split to Zoho CRM Leads. Active patients with appointment history land as Contacts. The split is based on whether a completed or scheduled appointment exists in Dentally. Leads retain the original Dentally prospect identifier in a custom field, allowing you to re‑evaluate them later in Zoho’s sales pipeline if they become sales‑qualified.

Dentally multi-site practices map to Zoho CRM Accounts. Practice name, address, and region fields transfer directly. If a single-site practice, the Account record is created as a parent; practitioners and patients link to it via lookup fields. During the migration, each Account receives a Source_System_ID__c field to keep the original Dentally site identifier, facilitating reconciliation and delta‑capture for any site updates after cut‑over.

Dentally appointments split into Zoho CRM Tasks (treatment appointments) and Events (calendar-facing meetings). Patient link becomes Task.WhatId pointing to the Contact record. Practitioner assignment becomes a custom Practitioner__c field; matched practitioners also set as Task Owner. All appointment identifiers are stored in Source_Appointment_ID__c for traceability and to support incremental syncs.

Dentally's recall-due-date system has no Zoho CRM native equivalent. The recall interval and next-recall date migrate as custom fields (Recall_Due_Date__c and Recall_Interval_Days__c) on the Contact. Zoho workflow rules can be configured post-migration to trigger reminders. These custom fields are also used in Zoho Analytics for reporting on recall trends over time.

Treatment plan status (proposed, accepted, in-progress, completed) and procedure codes migrate as custom pick-list fields on the Contact record. Complex multi-line treatment histories are stored as Zoho CRM subforms linked to the Contact for historical depth. Subforms preserve each treatment line’s date, code, and outcome for detailed audit trails.

Dentally practitioners are resolved by email against Zoho CRM Users. Matched practitioners become Task Owners; unmatched practitioners are stored as a custom Practitioner_Name__c text field on Tasks. Your admin decides whether to invite all practitioners as Zoho Users before migration.

Dentally appointment statuses (confirmed, arrived, in-progress, completed, cancelled, no-show) map to Zoho CRM Task Status values. Cancelled and no-show statuses are preserved as custom pick-list values for reporting continuity. If your practice uses additional status labels, FlitStack creates matching custom pick-list options in Zoho to ensure no status data is lost.

NHS treatment band information (Band 0 through 3, private) migrates as a custom pick-list field (NHS_Treatment_Band__c) on the Contact record. This is for reference only — Zoho CRM has no NHS billing module. Your reporting team can still generate NHS‑related analytics by filtering on this custom field across patient cohorts.

Insurance carrier, plan type, payment plan status, and balance fields from Dentally transfer as Contact custom fields. Large or complex payment histories may require a separate Zoho CRM subform for historical detail. Each subform row captures transaction date, amount, and payer, enabling precise payment‑plan reporting in Zoho Analytics.

Dentally custom fields on patients (text, tick-box, preset options) are created in Zoho CRM using the matching data type. Multi-option preset fields become Zoho pick-list fields with the same values preserved. After migration, your admin can adjust pick‑list values directly in Zoho without affecting existing record data.

Patient documents and attachments from Dentally re-upload to Zoho CRM Attachments linked to the Contact record. File size limits follow Zoho's per-file limits. Inline images in clinical notes are downloaded and rehosted as Zoho Files. Any oversized files are flagged for manual review before the final upload.