Migrate from Pearl Dental Software to HubSpot

Pearl patient demographics (name, DOB, contact details, address) map directly to HubSpot Contact properties. Patient IDs are stored in a custom Source_System_ID__c property for traceability and delta-run de-duplication. HubSpot's marketing-contact flag is set to false by default on all migrated patients unless your team specifies otherwise.

Pearl's per-surgery practice record maps to a HubSpot Company. Surgery name becomes the Company name, and surgery address becomes the primary company address. Multi-surgery practices get one HubSpot Company per Pearl surgery, with a parent-company relationship if Pearl's hierarchy supports it. HubSpot's company type can be set to 'Dental Practice' as a custom property.

Pearl links each patient to their home surgery. In HubSpot, each Contact is associated with its primary Company (the Surgery/Company record). N:N patient-to-practice links (e.g., a patient seen at two locations) are preserved using HubSpot's Contact-to-Company associations. No junction object is required for 1:1 home-practice mappings.

Pearl treatment plans include procedure codes, proposed treatment, accepted/completed status, and clinical notes. HubSpot has no native treatment-plan object, so FlitStack creates a custom Treatment_Plan__c custom object in HubSpot with fields for plan status, procedure summary, proposed date, and completion date. The custom object is associated to the Contact record.

Pearl appointment records contain date, time, surgery/room, practitioner, appointment type, and status. These map to HubSpot Tasks (for completed encounters) and a custom Appointment__c object for the full appointment record including future bookings. HubSpot's native calendar is not used because Pearl's diary is room-based and multi-chair aware — a custom object preserves the surgical room and chair fields.

Pearl invoices contain line items, amounts, payment status, and outstanding balance. In HubSpot, open invoices map to a Deal with line items capturing the outstanding balance; paid invoices become records in a custom Invoice__c object. Payment status is mapped to a custom pick-list on the Invoice object. HubSpot has no native invoice ledger — the custom object preserves the full invoice history for reporting.

Pearl clinical notes use tooth-numbering notation and clinical charting. These are loaded into HubSpot as Notes attached to the Contact record, preserving original timestamps and practitioner attribution. For practices that need structured charting data, a custom long-text field on the Contact holds a structured summary of the most recent chart note.

Pearl recall records (e.g., '6-month hygiene recall') map to HubSpot Tasks with a due date and a custom Recall_Type__c property. Completed recalls are Tasks marked complete; future recalls are Tasks scheduled for the recall date. HubSpot workflows can be configured to trigger recall email sequences based on these tasks after migration.

Pearl stores insurance provider, policy number, and coverage details per patient. These map to custom properties on the HubSpot Contact: Insurance_Provider__c, Policy_Number__c, and Coverage_Type__c. HubSpot's native objects do not include insurance fields, so these are custom properties rather than a separate object.

Pearl practitioners are both clinical staff and (for referring dentists) external contacts. Referring clinicians who appear as Pearl contacts are migrated to HubSpot Contacts with a custom Practitioner_Type__c property. In-house clinical staff are set up as HubSpot Users if they need CRM access, or kept as Contacts if they do not.

Pearl stores radiograph metadata and AI-assisted analysis findings (e.g., Pearl Second Opinion detections). HubSpot has no native imaging attachment model. We preserve radiograph references as URLs or file attachments in HubSpot's file manager and attach them to the Contact record, with AI finding summaries stored in a custom text field. Clinical imaging files must be re-uploaded to HubSpot Files.