Migrate from Sensei Cloud to Pipedrive

Sensei Cloud patient records map to Pipedrive People. Fields including name, date of birth, contact phone, and email transfer directly. Patient addresses map to Pipedrive's address fields on the Person record. Original patient ID preserved as Source_System_ID__c (custom field) for traceability and delta-run de-duplication.

Sensei Cloud stores a patient's guardian or emergency contact as separate contact records. These merge into additional Person records linked to the primary patient Person in Pipedrive via the relationship field. If the guardian has their own email and appointment history, they become a standalone Person; otherwise they attach as a secondary contact on the primary patient record.

Referring doctors and provider entities in Sensei Cloud are practice-level records, not contacts. They map to Pipedrive Organizations representing the referring practice. The provider name becomes the Organization name; practice address maps to Organization address. Individual provider names stored as a custom text field on the Organization for reference.

Each Sensei Cloud practice location becomes a Pipedrive Organization record. Multi-location DSOs map to multiple Organizations linked by a shared owner or parent Organization relationship in Pipedrive. Location-specific attributes such as address, NPI number, and tax ID map to corresponding Organization fields. This ensures each physical location has its own organizational record with all identifying information intact for reporting and relationship tracking.

Past appointments migrate as completed Pipedrive Activities with Type='Appointment' or Type='Call' depending on the procedure type. Future scheduled appointments do not migrate — they are recreated in Pipedrive post-migration. Original appointment date, time, provider, and procedure code stored as Activity fields and custom fields on the linked Person record.

Active treatment plans in Sensei Cloud translate to Pipedrive Deals representing planned surgical cases or multi-visit treatment sequences. The deal name uses patient name + procedure code; estimated case value from the treatment plan maps to Deal value. Pipeline stages in Pipedrive are configured to represent treatment phases (Consultation, Pre-Op, Surgery, Recovery, Closed). Historical completed plans do not migrate as Deals.

Sensei Cloud ledger entries (payments, adjustments, insurance payouts) have no direct Pipedrive equivalent — Pipedrive is not a practice management accounting tool. Ledger history is preserved as a PDF export attached to the Person record, or as an Activity note summarizing outstanding balance and total payments received. This is disclosed as a reference-only record, not a financial system of record.

Insurance carrier names from Sensei Cloud map to Organizations in Pipedrive representing each payer. Carrier-specific fields (payer ID, group number format) migrate as custom text fields on the patient Person record linking to the carrier Organization. Insurance claim history remains in Sensei Cloud as a reference export — Pipedrive does not manage claims adjudication.

Clinical notes, periodontal charting data, and imaging studies are clinical records with no equivalent in a sales CRM. These records cannot migrate to Pipedrive and are flagged as non-transferable. FlitStack AI exports these as a structured data package for archive storage; the clinical team accesses them in the archived Sensei Cloud read-only environment or via a dedicated dental records system post-migration.

Provider block schedules and operator availability templates in Sensei Cloud do not map to Pipedrive's calendar model. Post-migration, Pipedrive's Google Calendar or Outlook integration is configured to reflect provider availability. FlitStack AI documents the existing schedule patterns as a configuration reference for Pipedrive admin setup.

Patient recall intervals (e.g., 6-month hygiene recall) from Sensei Cloud migrate as custom fields on the Person record in Pipedrive (Recall_Interval__c, Last_Recall_Date__c). Scheduled recall tasks are created as Pipedrive Activities with due dates calculated from the last recall date plus interval. This enables Pipedrive's automation to trigger recall reminder workflows post-migration.

Sensei Cloud custom fields added by the practice (e.g., referral source, patient source channel, unique treatment codes) require Pipedrive custom fields created via POST /personFields, /organizationFields, or /dealFields. Each custom field generates a unique 40-character hash key in Pipedrive. FlitStack AI creates these fields in the target Pipedrive account before data load and maps values field-by-field with type-aware handling (text, number, date, picklist).