Migrate from Pearl Dental Software to Freshsales

Pearl patient records map directly to Freshsales Contacts. Patient name, date of birth, address, phone, and email transfer as standard contact fields. The patient's NHS number or national ID stores as a custom field in Freshsales. Pearl associations to family members collapse to the primary contact with related-party notes.

Pearl records flagged as enquiries or unconfirmed appointments with no treatment history map to Freshsales Leads. The split rule applies to any Pearl record where treatment_plan_count equals zero — these land in Freshsales as Leads and convert to Contacts upon first confirmed appointment.

Pearl stores the practice's own business details (clinic name, address, registration number) separately from patient records. This maps to a Freshsales Account representing the dental practice itself. In multi-site setups, each Pearl surgery location becomes a separate Account with a shared parent record.

Pearl appointments carry procedure codes ( FDI notation ), provider name, start/end time, and status (confirmed, completed, no-show). FlitStack maps confirmed and completed appointments to Freshsales Tasks with Type='Appointment', original timestamp in CreatedDate-equivalent, and provider name stored in the Task description or custom field. Recurring recall appointments store as separate Tasks with a custom recall_date field.

Pearl treatment plans contain clinical charting, procedure sequences, and clinical notes that have no Freshsales native equivalent. FlitStack preserves the full treatment plan as a PDF attachment linked to the Contact record in Freshsales Files. A custom long-text field (Treatment_Plan_Summary__c) stores a plain-text summary for quick reference.

Pearl provider records (dentist name, GDC number, specialty) map to Freshsales User accounts. Resolution happens by email — FlitStack matches the provider's email in Pearl against Freshsales users. Unmatched providers are flagged pre-migration and assigned to a fallback owner so no appointment activity lands without an owner link.

Pearl medical history fields (allergies, medications, medical conditions) have no direct Freshsales CRM field. These store as custom long-text fields on the Contact record (Medical_History__c) and as a PDF attachment for the full structured record. Medical history does not block migration — it transfers as structured text.

Pearl stores insurance provider name, policy number, and payment plan type per patient. These map to Freshsales custom fields (Insurance_Provider__c, Policy_Number__c, Payment_Plan_Type__c) that must be created before migration. Insurance claim history, if stored in Pearl, maps as a custom object or attachment.

Pearl clinical charting notes (per-tooth notation, periodontal measurements) have no CRM equivalent. FlitStack exports these as structured PDF or text attachments linked to the Contact. A custom field (Last_Charting_Date__c) stores the date of the most recent exam for reporting purposes.

Pearl procedure codes (UD codes or FDI notation) representing billable treatments map to Freshsales Products. Each product gets a name, unit price, and description. When treatment plans convert to deals in Freshsales, the linked Products populate the deal line items.

Pearl stores radiograph image files linked to patient records. Freshsales does not host imaging natively. FlitStack exports Pearl's radiograph files and re-uploads them as Freshsales Files attached to the Contact. For practices using a separate imaging platform (e.g., VistaCloud, Apteryx), the migration preserves the image reference URL as a custom field rather than duplicating the file.

Pearl tracks how new patients found the practice (referral, NHS, advertising, etc.). This maps to a Freshsales custom pick-list field (Referral_Source__c). Practices using referral tracking for marketing attribution will need this field pre-created in Freshsales before migration and should verify allowed values align with existing Pearl categories.