Migrate from Sensei Cloud to Freshsales

Sensei Cloud patient records map to Freshsales Contacts. Patient name, date of birth, contact phone, email, and address fields migrate directly. The patient's internal Sensei Cloud ID is stored in Source_System_ID__c for traceability and deduplication across delta runs. Additional custom fields such as preferred contact method or patient status are also mapped to preserve practice-specific preferences in Freshsales.

For practices that manage households or family accounts, multiple Sensei Cloud patients may share one guardian or guarantor record. We create a primary Freshsales Account (named after the guarantor or practice location) and link patient Contacts to it via Account ID.

Multi-location dental groups map each Sensei Cloud location to a Freshsales Account. Location name, address, phone, and provider roster migrate as Account fields. This creates the hierarchical structure Freshsales uses for territory-based reporting. Location-specific custom fields such as operating hours, timezone, and insurance network affiliations are also transferred to maintain operational context in Freshsales.

Sensei Cloud appointments (procedure, provider, date/time, status) translate to Freshsales Tasks with Subject, Due Date, Assigned To (owner resolved by provider email), and Status. Completed appointments retain original timestamps as custom datetime fields since Freshsales Tasks do not preserve historical completion dates natively.

For appointments with specific start and end times, we create Freshsales Events rather than Tasks. The Event stores original appointment duration, provider assignment, and operatory location as custom fields since Freshsales Events natively support only Subject, Start Time, End Time, and Assigned To.

Sensei Cloud treatment plans (procedure codes, proposed vs. completed phases, clinical notes) have no Freshsales native equivalent. We create a Treatment_Plan__c custom object with fields for procedure code, tooth or region, status, provider, and clinical notes linked to the patient Contact via lookup relationship.

Insurance carrier, policy number, group number, eligibility status, and remaining benefits transfer to an Insurance_Record__c custom object linked to the Contact. Claim history is not migrated — only the current policy snapshot is preserved as a reference field. Additionally, the subscriber ID and effective date of coverage are captured in the custom object to support eligibility checks and renewal tracking within Freshsales.

Sensei Cloud ledger entries (charges, payments, adjustments, insurance payments) do not map to any Freshsales object. We export ledger history as a structured Note attached to the Contact with a summary of outstanding balance and last payment date. Practices needing full financial history retain Sensei Cloud as a read-only billing archive.

Referral source (general dentist, physician, patient referral, marketing campaign) migrates as a pick-list custom field on the Contact record. Value-by-value mapping is applied since Freshsales has no native referral tracking. Source system IDs from referring providers map to custom lookup fields if the referral is also a Contact in Freshsales.

Clinical notes (per-visit observations, diagnosis codes, clinical imagery references) contain HIPAA-sensitive data and have no Freshsales equivalent. We do not migrate clinical notes. Practices that need clinical history accessible in Freshsales should store encrypted references or document links rather than full note text.

Sensei Cloud providers and staff map to Freshsales users via email address match. If a provider does not have a Freshsales user account, their records are assigned to a fallback owner and a notification is generated before the migration run. Active vs. inactive provider status maps to Freshsales user Active flag.

Recall due dates (hygiene recall, surgical follow-up) migrate as Freshsales Tasks with Due Date set to the recall date and Subject describing the recall type (e.g., '6-Month Hygiene Recall'). Completed recalls store the original recall date as a custom field for continuity reporting.