Migrate from PracticeHub to HighLevel

PracticeHub Client maps directly to HighLevel Contact. We preserve the original create date as a custom datetime field since HighLevel's CreatedDate reflects migration time. Owner resolution by email match against HighLevel users; unmatched owners flagged for fallback assignment. This ensures historical accuracy for reporting.

Email field transfers as-is. HighLevel validates email format on load; malformed addresses are flagged in the validation report. Primary email flag from PracticeHub maps to HighLevel's primary contact designation. We also preserve any secondary email addresses as additional contact fields to maintain full communication history.

Phone and mobile phone fields map to their HighLevel equivalents. PracticeHub stores phone type separately; we infer mobile vs. landline from PracticeHub's field label when available and map accordingly. If the phone type is unspecified, we default to the standard phone field to avoid data loss.

Street, city, state/province, postal code, and country map to HighLevel's address compound field. HighLevel stores address as a structured object on Contact, so we flatten PracticeHub's address fields into the destination schema. We also validate postal codes against region formats to improve data quality.

PracticeHub clinic-specific custom fields (e.g., Insurance Provider, Referral Source, Treatment Plan Status) map to HighLevel custom fields on Contact. Field types are inferred from data (text → string, yes/no → boolean, date → date). We create the custom field definition in HighLevel before loading data.

Billable appointments map to HighLevel Opportunities with the appointment date as CloseDate and a nominal amount flag. Non-billable appointments map to Tasks with Type='Appointment'. Each appointment retains its status (Scheduled, Completed, Cancelled) which maps to HighLevel Task status or Opportunity Stage.

The practitioner linked to an appointment resolves by email to a HighLevel user as the Opportunity or Task owner. If the practitioner email has no matching HighLevel user, the record is assigned to a fallback owner and flagged for reassignment.

PracticeHub tags transfer as HighLevel tags on the Contact record. Tags are string values; duplicate tag names collapse to a single tag entry. Tags used for segmentation in PracticeHub's appointment context become Contact-level tags in HighLevel. This migration preserves marketing and classification tags for continued segmentation.

Client notes migrate as HighLevel Notes linked to the Contact. Original note create date preserved. Rich-text formatting in PracticeHub notes is simplified to plain text for HighLevel's Note model. We retain the full note content while stripping unsupported HTML tags to ensure readability.

Documents attached to Client records in PracticeHub are downloaded and re-uploaded to HighLevel's file storage linked to the Contact. File size limits apply (HighLevel default 25MB per file). Inline images in notes are extracted and rehosted. We verify file integrity after upload to prevent corruption.

If PracticeHub tracks multi-location practice data, each location maps to a HighLevel Company record. The primary Client-Company association maps as the primary AccountId on the Contact; additional location links surface as Contact-Company relationships. This structure enables location-specific reporting and targeted marketing workflows.

Insurance carrier, policy number, and group number from PracticeHub migrate as custom fields on the Contact. If insurance records are modeled as sub-objects in PracticeHub, they map to a HighLevel Custom Object with a relationship to Contact. We ensure each insurance entry links correctly for accurate claims tracking.

PracticeHub's built-in appointment reminder logic cannot be exported as automation rules. We document the reminder schedule (e.g., 24h + 1h before appointment) as a rebuild reference for HighLevel's Workflows builder. This reference includes timing parameters, recipient groups, and fallback actions for each reminder.

PracticeHub client portal login tokens, permissions, and access records are not exportable. HighLevel's Client Portal must be configured separately. We export a contact list with email addresses to seed the new portal invitations. The exported list helps you batch-invite clients and set initial access levels.

Staff records with email addresses resolve 1:1 to HighLevel users. Active/inactive status from PracticeHub maps to HighLevel user active flag. Permissions, roles, and sharing rules require destination-side configuration and are not migrated. We recommend reviewing the HighLevel permission matrix to align team access with your workflow.