Migrate from PracticeHub to Freshsales

Patient records map 1:1 to Freshsales contacts. The source system ID is stored as Source_System_ID__c for traceability and delta-run de-duplication. Patient status is evaluated for lifecycle routing: active treatment patients land as Freshsales contacts; inactive patients with no open appointments are evaluated for lead routing by the migration engineer.

Freshsales has no native practitioner object. We map practitioner name, role, specialty, and email as custom fields on the contact record (Practitioner_Name__c, Practitioner_Role__c, Practitioner_Specialty__c). Where a practitioner has a Freshsales user email match, we link the contact to that user as owner; otherwise practitioner ownership is stored in the custom fields for reference.

Appointment records convert to Freshsales sales activities (event records) with original appointment timestamp preserved as Event Start DateTime, duration mapped to Event End DateTime, appointment type mapped to Freshsales Sales Activity Type, and practitioner stored in Practitioner_Name__c and Practitioner_Role__c custom fields. Status (scheduled, completed, cancelled) maps to the activity status field.

Organization records from PracticeHub map directly to Freshsales accounts. Organization name maps to Account Name, phone maps to Phone, website maps to Website, industry maps to Industry pick-list value-by-value, and address data maps through the Freshsales address composite. Multi-site organizations may require multiple account records — we flag this in the migration plan.

Any custom fields on the patient record capturing practitioner information (practitioner ID, referring practitioner, supervising clinician) are recreated as Freshsales custom fields on the contact object. Custom field creation in Freshsales follows the plan-tier limit: Growth allows 10, Pro allows 50, Enterprise unlimited.

Appointment-type-specific custom fields from PracticeHub — such as treatment room, appointment category, billing code, insurance type, and follow-up flags — are recreated as custom fields on Freshsales sales activities. Each appointment-level custom field requires separate field creation on the Event object in Freshsales before the migration loads data. The migration engineer confirms field creation against your Freshsales plan tier before extraction begins.

PracticeHub stores multiple addresses per patient. Freshsales stores address data as a composite on the contact record. We migrate the primary address (address line 1, city, state, postal code, country) as the contact's address. Additional addresses are flagged as requiring a second address field or custom field since Freshsales contacts hold one primary address by default.

Patient status values (active treatment, inactive, new inquiry, discharged) have no direct Freshsales equivalent. We create a custom pick-list field (Patient_Status__c) on the contact with the source values preserved. Active treatment maps to Customer stage; inactive and discharged map to a custom 'Inactive Patient' value; new inquiry maps to Lead stage for follow-up routing.

Primary email on the patient record maps directly to Freshsales Contact Email. Where a patient has multiple email addresses in PracticeHub, the primary email maps to Email and additional addresses are stored in a custom Multi_Email__c text field as comma-separated values for reference.

Attachments associated with appointments in PracticeHub are re-uploaded to the corresponding Freshsales sales activity record. File size and format are validated against Freshsales' 25MB per file limit before upload. Inline images in appointment notes are downloaded and rehosted as activity attachments.

Freshsales sets the CreatedDate field at the time of migration, which overwrites the original PracticeHub patient creation timestamp. To preserve reporting continuity and audit compliance, we store the original creation timestamp from PracticeHub as a custom datetime field (Original_Create_Date__c) on the Freshsales contact record for historical reference.

The last modified timestamp from PracticeHub is preserved as Original_Update_Date__c on the Freshsales contact. This maintains the modification history for records that were updated in PracticeHub after their initial creation and before the migration cutover, supporting audit continuity and change-tracking requirements post-migration.

Where a practitioner's email in PracticeHub matches an existing Freshsales user email, we link the migrated contact to that user as the OwnerId. Unmatched practitioner emails are flagged before migration — the team either provisions a Freshsales user for that practitioner or assigns records to a fallback owner.

Industry values from PracticeHub organizations are mapped to Freshsales' Account Industry pick-list value-by-value. Where a source industry value has no matching Freshsales pick-list option, the closest default value is applied and noted in the migration report for admin review post-migration.

Appointment reminder sequences, practitioner assignment workflows, and follow-up automation rules built in PracticeHub do not have a Freshsales equivalent. We export the workflow definitions as a configuration reference document so your Freshsales admin can rebuild them using Freshsales workflows and sales sequences post-migration.