Migrate from Pearl Dental Software to monday CRM

Pearl patient demographics including name, date of birth, address, phone number, and email address map directly to corresponding Monday Contact fields without requiring transformation logic. The patient's unique Pearl Patient_ID is preserved and stored as a custom Source_System_ID__c text field on the Monday Contact record, enabling reliable deduplication during delta-run synchronization and ensuring traceability across future data syncs between Pearl and Monday CRM.

Pearl appointment records containing date, time, provider, type, and status migrate as subitems attached to the corresponding Monday Contact. The appointment type field maps to a custom Status column using Monday's value list configuration, while original timestamps are preserved as subitem creation date and time fields. Monday's subitem model natively handles the activity log structure, providing a chronological view of patient appointment history within the contact record.

Pearl treatment plans map to Monday Deals representing the proposed treatment workflow. The treatment name and planned procedures become the deal name and description fields respectively. Estimated treatment cost maps directly to the deal amount field. Planned start and completion dates map to custom date columns named Planned_Start__c and Planned_End__c in Monday, since Deals objects have no native planned-start-date or planned-end-date fields available in the standard schema.

Completed treatments recorded in Pearl trigger an update to the corresponding Monday Deal status moving it to the completed stage, and simultaneously create an activity subitem documenting the procedure performed, exact date, and treating provider. Tooth number and surface details are preserved in custom text columns named Tooth_Number__c and Surface__c on the activity subitem, maintaining clinical specificity where Monday's schema allows.

Pearl's automated recall scheduling has no Monday CRM equivalent. Recall intervals migrate as custom date columns named Next_Recall_Date__c on the Contact record, and Monday automations are configured to trigger patient reminder sequences when those dates approach. We export the complete recall rule configuration from Pearl as a structured reference document for your Monday administrator to use when rebuilding equivalent automation workflows in Monday's automation engine.

Pearl billing accounts containing NHS FPDA claim history, private payment records, and outstanding balances map to a combination of custom fields on the Monday Contact and deal-level custom fields. Monday has no native billing or claim schema, so financial history including outstanding balance, last payment date, and insurance submissions is preserved as structured custom fields rather than mapped to a native billing object.

Pearl clinical notes with per-tooth findings, diagnosis text, and treatment outcomes have no natural Monday CRM equivalent. We migrate the most recent clinical note as a text column on the Contact record and create a subitem entry for each visit's clinical summary. Structured per-tooth and per-surface data collapses into a free-text summary due to schema constraints in Monday's contact and subitem objects.

Pearl radiographs, intraoral photos, and CBCT scans have no Monday CRM equivalent. Files under 25MB migrate as attachments on the Contact record. Files exceeding Monday's size limit are flagged for compression or external archiving with a custom URL field linking to the external archive. Clinical image review must remain in Pearl or a dedicated imaging system — Monday's item attachments are not a clinical viewer.

Pearl administrative documents including patient consent forms, ID scans, and insurance cards migrate as file attachments on the Monday Contact record. Monday's file attachment model supports PDF, image, and office document formats with the standard 25MB per-file limit enforced at import time.

Pearl staff records for internal clinical and administrative staff map to Monday workspace User accounts, enabling full platform access and task assignment capabilities. External referring dentists, specialist practitioners, or referral network contacts stored in Pearl become Monday Contacts with a custom Provider_Type__c field distinguishing them from patient contacts and marking their external referral source status in the system.