Migrate from Panacea to Freshsales

Obtain Panacea data export and profile source records

FlitStack works with your Panacea account team to obtain a full database export (SQL dump) or CSV extract covering all Client, Patient, Appointment, Reminder, Product, and Invoice records. We run a data profiling pass to identify duplicate client records (same email with multiple entries), missing email addresses, inconsistent date formats, and orphaned patient records with no linked client. The profiling report is shared with you for data-cleanup decisions before any mapping begins. This step typically takes 1–3 business days depending on export method.

Create Freshsales custom fields and Patient Record module

Before importing data, FlitStack creates the required schema in your Freshsales instance: custom fields on Contact (Referral_Source__c, Original_Create_Date__c, Source_System_ID__c), the Patient_Record__c Custom Module with all patient property fields (Species__c, Breed__c, Date_of_Birth__c, Weight__c, Microchip_Number__c, Vaccination_Status__c, Owner_Contact_ID__c, Source_System_ID__c), and any custom fields on the Event object for appointment status. If your plan does not support Custom Modules, we configure the contact-level custom fields approach instead and document the limitation.

Resolve owners and users by email match

Freshsales requires every imported record to have an OwnerId (a valid User). FlitStack resolves Panacea practitioner and staff records against Freshsales Users by email address. Any practitioner email that does not match an existing Freshsales user is flagged before migration — you either create the user account in Freshsales first or assign those records to a fallback owner. This prevents records landing with a null owner, which would require post-migration re-assignment.

Import in dependency order: Accounts → Contacts → Custom Modules → Activities

Freshsales requires Accounts to exist before Contacts (via AccountId lookup) and Contacts to exist before Events or Tasks (via contact_id). We sequence the import: (1) Accounts for business clients, (2) Contacts for all client owners with email match to account, (3) Patient_Record__c custom module entries linked to owner Contacts, (4) Products for the inventory catalogue, (5) Appointments (Events) linked to Contacts, (6) Reminders (Tasks) linked to Contacts, (7) Invoice line items as Deal Products. Each stage is validated with a record-count and field-sampling check before the next stage begins.

Run sample migration with field-level diff before full commit

A representative slice — typically 200–500 records spanning clients, patients, appointments, and tasks — migrates first. FlitStack generates a field-level diff comparing source Panacea values against the destination Freshsales field values for every mapped column. You review the diff to verify patient record linking, appointment-to-contact resolution, and custom field population. Only after you approve the sample does the full migration run commit. If the sample reveals mapping errors, we adjust the field mapping and re-run the sample before proceeding.

Cut over with delta-pickup window and audit log

After the full migration imports all historical records, FlitStack opens a delta-pickup window (24–48 hours) to capture any new clients, appointments, or patient records created in Panacea during the cutover. Your team continues working in Panacea throughout this window — FlitStack uses scoped read access, not write access. After the delta run, we deliver a full audit log of every record imported, its Freshsales ID, any records that failed import with error reasons, and a reconciliation report comparing record counts between Panacea and Freshsales. One-click rollback is available for 72 hours post-migration if reconciliation uncovers issues.