Migrate from Dr.DENTES to Freshsales

Dr.DENTES patient records map directly to Freshsales Contacts. The patient's full name, date of birth, contact details, and address migrate as Contact fields. Owner is resolved by email match against Freshsales users; unmatched records are flagged before migration commits. Custom fields such as treatment_type and insurance_provider are mapped to Freshsales custom fields on the Contact object during the migration.

Dr.DENTES patients who have not yet booked a first appointment map to Freshsales Leads. The Lead captures contact details, lead source (referral, walk-in, marketing), and any Dr.DENTES custom fields such as 'inquiry_type'. Conversion creates a linked Contact and Account. Unconverted Leads remain available in Freshsales for follow-up campaigns and future appointment scheduling.

Each Dr.DENTES clinic or practice location maps to a Freshsales Account. Account stores clinic name, address, phone, and industry classification (Healthcare/Dental). Multi-location practices create parent Account relationships in Freshsales using the Parent Account field. This hierarchy enables roll-up reporting of revenue, patient volume, and practitioner productivity across all clinic locations from the parent Account.

Dr.DENTES treatment cases and completed appointment events transform into Freshsales Deals. Each deal captures the patient (Contact), clinic (Account), treatment type, estimated billing, and pipeline stage (New Appointment → In Treatment → Invoiced → Closed Won/Lost). Deal owner maps to the Dr.DENTES practitioner or office manager.

Dr.DENTES appointment slots migrate as Freshsales Sales Activities with Type='Appointment'. Start time, end time, practitioner (owner), patient (Contact lookup), and clinic (Account lookup) are preserved. Cancelled appointments migrate with status='Cancelled' for historical reporting. The appointment duration is calculated by adding duration_minutes to the start_date to determine the end_date in Freshsales.

Clinical notes and treatment summaries in Dr.DENTES migrate as Freshsales Notes attached to the relevant Contact or Deal record. Original timestamps and author (owner) are preserved. Notes exceeding 32 KB are split across multiple Freshsales Note records. The Note title includes the original Dr.DENTES record identifier for traceability back to the source system.

Dr.DENTES recall intervals and re-engagement reminders transform into Freshsales Tasks on the Contact record with a due date. The recall reason (e.g., '6-month checkup', 'treatment follow-up') is stored as the Task subject. Completed recalls migrate as closed Tasks. The Task includes a reference to the original Dr.DENTES recall interval and the last appointment date that triggered the recall.

Insurance provider, policy number, coverage percentage, and outstanding balance from Dr.DENTES billing records migrate to Freshsales custom fields on the Deal object (Insurance_Provider__c, Coverage_Percent__c, Outstanding_Balance__c). These fields are created in Freshsales before the migration run. The custom field mapping ensures insurance information is available on every Deal for billing follow-up and financial reporting in Freshsales.

Dr.DENTES custom modules (e.g., imaging records, lab work tracking, prescribed medications) map to Freshsales custom fields on the Contact or Deal object. Where the source module has multiple related records per patient, a Freshsales custom module is created via the Freshworks developer platform.

Dr.DENTES practitioner and staff accounts map to Freshsales Users by email address. Active/inactive status and role (Dentist, Hygienist, Office Manager, Receptionist) are stored in Freshsales User fields. Unmatched practitioners are flagged for admin review before the migration. Each User receives the appropriate Freshsales role and profile settings based on their Dr.DENTES role during migration.

Treatment codes, service descriptions, and pricing from Dr.DENTES migrate to Freshsales Products with unit price. Products are linked to Deals via Deal Products (line items) for billing and quote generation in Freshsales. The Product code from Dr.DENTES is stored in the Freshsales Product description field for reference during billing reconciliation.

Dr.DENTES appointment reminders, recall sequences, and patient communication automations have no direct equivalent in Freshsales. FlitStack exports the workflow definitions as a rebuild reference document for the Freshsales admin. Workflow recreation is a separate project scoped post-migration. The reference document includes trigger conditions, interval settings, and notification methods used in each Dr.DENTES automation.

Third-party integrations connected to Dr.DENTES (imaging software, lab portals, payment processors) must be rebuilt as Freshworks Marketplace apps or custom API integrations. FlitStack documents the connection endpoints and credentials for the migration team. The documentation includes API endpoint URLs, authentication requirements, and data formats used by each integration for reconstruction in the Freshworks ecosystem.