Migrate from MOGO to HubSpot

MOGO patient records map directly to HubSpot contacts. First name, last name, email, phone, and address fields migrate as HubSpot standard contact properties. Any MOGO custom fields on the patient (recall_interval, insurance_provider, tooth_number) are created as HubSpot custom contact properties before migration runs. Source patient ID preserved as mogo_patient_id__c for delta-run de-duplication and rollback traceability.

MOGO practice location data migrates as HubSpot company records. Company name, address, phone, and domain (if available) map to HubSpot Company properties. Patients linked to a MOGO practice associate to the HubSpot company via the Companies API associations endpoint. If MOGO stores multiple locations, each location becomes a separate HubSpot company record.

The MOGO patient-to-practice association maps to a HubSpot contact-company association using HubSpot's Associations API. Multiple patients can associate to one practice company. The association label (Primary Practice) is set during migration. Unlinked patients create a default placeholder company or remain without a company association based on your configuration.

MOGO appointments migrate as HubSpot deals to preserve service-booking context, stage history, and amount tracking. Deal name uses the appointment date plus patient name. Deal amount maps from the MOGO procedure fee if present. Deal stage maps to a HubSpot pipeline stage — the default pipeline is used unless your HubSpot account has multiple pipelines configured. Appointment practitioner maps to HubSpot owner via email match.

MOGO appointment_datetime maps directly to HubSpot deal close_date. If the appointment represents a future scheduled service, the close date is set to the appointment date. Past appointments carry the original appointment date as close_date for historical reporting accuracy. Time-of-day information is stored in a custom property (appointment_time__c) since HubSpot deals do not track intra-day times.

MOGO procedure records (treatment_type, tooth_number, procedure_code) migrate as HubSpot custom properties on the deal record. For detailed treatment history, a summary note is attached to the deal timeline. If MOGO stores multiple procedures per appointment, each procedure creates a separate deal or a custom multi-value property depending on your HubSpot configuration. Procedure codes without HubSpot equivalents are preserved as custom text fields.

MOGO billing records map to HubSpot deal amount for the associated appointment deal. Payment status (paid, outstanding, pending) becomes a deal property (billing_status__c). Full payment history is attached as a note to the deal. HubSpot does not have a native invoice or payment ledger object — billing details are stored in deal notes or custom fields.

MOGO practitioners and staff resolve to HubSpot portal users by email address. If a MOGO practitioner email matches a HubSpot user email, their HubSpot user ID becomes the owner on migrated contacts and deals. Practitioners without HubSpot portal access are stored as a custom property (primary_practitioner__c) on the contact rather than as a deal owner.

MOGO patient notes migrate as HubSpot engagement timeline entries of type 'note' on the contact record. Original timestamp and author are preserved. HubSpot's timeline shows notes chronologically with the author name. Notes exceeding HubSpot's character limit are split across multiple timeline entries with sequencing markers.

MOGO recall_interval and next_appointment fields map to HubSpot custom contact properties (recall_interval__c, next_appointment_date__c). These properties can trigger HubSpot workflows to send recall emails — the workflow itself must be built separately in HubSpot, but the triggering data is present on every migrated contact.

MOGO insurance_provider data has no direct HubSpot equivalent. A custom contact property (insurance_provider__c) is created before migration. Insurance group name, policy number, and coverage type map to separate custom properties if present in MOGO — each requires pre-creation in HubSpot Settings > Properties.

MOGO referral_source values (e.g., Organic Search, Referral, Walk-in) map to HubSpot's lead_source contact property. Value-by-value mapping is applied where MOGO uses pick-list values. Any referral source not matching HubSpot's default pick-list is stored as a custom property (referral_source_custom__c) or added as a custom pick-list value in HubSpot before migration.