Migrate from My Practice Now to monday CRM

My Practice Now clients map directly to Monday CRM People columns. The People column stores name, email, phone, and linked items per contact. If a dedicated Contacts board exists, clients migrate as items on that board with contact details stored in columns.

Email maps to the People column's built-in email property. Monday's People column includes native email validation to ensure correct formatting on import. If multiple email addresses exist in a single My Practice Now client record, the primary email populates the People column email field while any secondary or alternate email addresses are stored in a dedicated Text column on the contacts board for reference and follow-up purposes.

Phone number maps to the People column's built-in phone property, which stores contact numbers in a structured format. Mobile phone, work phone, and any other phone types from My Practice Now all populate this field; the phone property supports multiple number formats and international dialing codes. Any additional or secondary phone numbers beyond the primary line are stored in a separate Text column on the contacts board to preserve the complete communication history from the source system.

My Practice Now appointments (date, time, duration, service type, status) become items on a dedicated Calendar board in Monday CRM. The Timeline column captures start and end datetime. Status (scheduled, completed, cancelled) maps to a Status column on the item.

Each appointment item created on the Calendar board links to its corresponding client item using Monday's Connect Boards column or direct item linking feature. This association maintains the relational integrity between appointments and clients throughout the migration. The linked structure enables powerful filter views that can display all appointments associated with a specific client, as well as calendar views that show the full appointment schedule per client or per staff member. The relationship is preserved bidirectionally for querying flexibility.

My Practice Now invoices — including line items, totals, status, and due date — map to items on a Billing board. The invoice total amount maps to a Numbers column. Status (paid, unpaid, overdue) maps to a Status column with color-coded values matching My Practice Now's invoice states.

My Practice Now service types (e.g., consultation, therapy session, assessment) merge into Monday CRM's Product entities if the Quotes & Invoices module is active. Otherwise, they store as Label columns or dropdown values on the Calendar board to classify appointment types.

Notes attached to clients in My Practice Now become item updates or content in a Text column (Long Text column) on the client item in Monday CRM. Timestamps and note authors preserve as update timestamps and People column entries on each note.

My Practice Now staff records resolve by email match against Monday CRM workspace members. Unmatched staff members are flagged before migration — the account admin can invite them to the Monday workspace first or assign records to a fallback owner.

My Practice Now custom fields on clients (e.g., referral source, insurance carrier, preferred location) map to Monday CRM custom columns. Column type is inferred from data type: text fields → Text column, dates → Date column, numeric values → Numbers column, drop-downs → Dropdown or Labels column.

Files attached to client records in My Practice Now download and re-upload to the corresponding client item in Monday CRM as file attachments. Monday Basic plans include 5GB file storage per account; Pro raises to 20GB. FlitStack flags any files exceeding these limits before migration.

Recurring appointments and invoices in My Practice Now map to items with a Recurring label in Monday CRM. The recurrence pattern (weekly, biweekly, monthly) is stored as a Dropdown column value. Post-migration, monday.com automations can be configured to create new items on the recurring schedule.