Migrate from Practice Master Pro to Nutshell

Practice Master Pro clients represent either patients or business entities depending on practice type. We split on the 'client type' flag: patient records map to Nutshell Person entries with a custom Source_Matter_Type__c field set to 'Patient'; business entity clients map to Nutshell Company records. Both receive the original Practice Master Pro client ID stored in Source_System_ID__c for traceability.

CMRELATE contact records map directly to Nutshell Person entries. Fields including name, phone, email, and address carry over as-is. A person may have multiple CMRELATE rows pointing to different clients — we attach the primary client (most-recently-modified by default) as the Person's primary Company association and surface secondary client links as notes or custom multi-company tracking fields.

CMJRNL journal entries contain clinical notes, SOAP notes, annotated diagrams, and billing annotations. We map text-heavy entries to Nutshell Notes attached to the corresponding Person record. Entries with timestamps and owner IDs become Nutshell Activity records (Task type) with the original timestamp and practitioner as the assigned owner. We preserve the full note body in the Note Body field and add a custom Source_Export_Type__c field set to 'CMJRNL'.

CMCALENDAR exports capture appointment dates, times, durations, and practitioner assignments. Each event becomes a Nutshell Event with the original start/end datetime, the practitioner as the assigned user, and the related Person or Company as the parent record. Recurring appointments are decomposed into individual Event records; no native recurrence pattern is carried over.

CMFEES time entries track billable hours per client. We map each entry to a Note on the corresponding Person record containing the date, duration, billing description, and amount. For practices with high-volume time tracking, we optionally create custom fields on the Person object (Total_Billable_Hours__c, Last_Billed_Amount__c) summarizing the aggregated time entry data for quick reference in Nutshell's list view.

CMCOST expense records are mapped to Notes attached to the relevant Person or Company, containing the expense date, category, amount, and description. Practices with structured expense reporting can opt to have a custom Expense_Total__c field populated on the Person or Company as a running total of all associated CMCOST records migrated.

Practice Master Pro supports multi-room and multi-location tracking for practices with several treatment spaces. Nutshell has no native room or location field on People or Companies. We preserve room/location data as a custom pick-list field (Treatment_Location__c) on the Person record and as a text field (Office_Location__c) on Company records.

Practice Master Pro's integrated email suite stores sent/received correspondence linked to clients. We extract email subject, body, date, and direction (sent/received) and create Nutshell Task records with Type='Email' attached to the corresponding Person record. Email content is stored in the Task description field; attachments are downloaded and re-uploaded to Nutshell Files.

Online forms in Practice Master Pro capture intake data before appointments. The form field responses are mapped to Nutshell Notes or custom fields on the Person record. For structured intake fields, we create matching Nutshell custom fields (e.g., Intake_Source__c, Referred_By__c) to preserve the data in searchable, filterable form.

Practice Master Pro includes inventory management for clinic supplies. Nutshell is a CRM and does not track inventory. We preserve inventory data as a reference Note on the primary Company record and recommend a dedicated inventory management system for ongoing supply tracking post-migration.

Practice Master Pro practitioners are identified by practitioner ID and name in export files. We resolve each practitioner by email match against Nutshell user accounts. Unmatched practitioners are flagged before migration — the team either creates Nutshell user accounts or assigns their records to a fallback Nutshell user. No record lands without a resolved owner.