Migrate from The Dental System to HighLevel

Direct map. HighLevel stores contacts with first name, last name, email, phone, and address fields. Owner assignment resolves by email match against HighLevel user accounts. If The Dental System stores contact with a provider assignment, that maps to a custom field on the HighLevel Contact record.

Dental practice records from The Dental System map directly to HighLevel Companies. Practice name becomes Company Name, website maps to the Website field, and address fields map 1:1. Parent-child practice hierarchies (for DSOs) map to the HighLevel Company hierarchy via the Parent Company field.

Active treatment plans and patient cases in The Dental System become HighLevel Opportunities. Deal amount maps to Opportunity Amount, and close date maps to Close Date. The deal name becomes the Opportunity Name. Each dental case type can map to a separate HighLevel pipeline with its own stage set.

The Dental System case or deal categories become HighLevel Pipelines. Each pipeline requires a name and a set of stage values. HighLevel pipelines are managed under Opportunities, and each pipeline can have custom stage names, probabilities, and forecast categories. Stage mapping is value-by-value for each pipeline.

Providers and staff members in The Dental System map to HighLevel Users. Resolution is by email address — if a staff member has an email in The Dental System and a matching HighLevel user account, records assign to that user. Unmatched staff are flagged for manual assignment or user creation before migration.

Clinical notes, appointment notes, and interaction logs in The Dental System migrate as HighLevel Activities. Notes map to HighLevel note records with the original timestamp and assigned user preserved. HighLevel supports both standard notes and more detailed activity logging through its API.

The Dental System treatment codes and clinical custom fields have no native HighLevel equivalent. These are recreated as HighLevel custom fields on the Contact or Opportunity object depending on context. Custom field type (text, number, date, picklist) is preserved per source data type. The field must be pre-created in HighLevel before migration runs.

Provider assignment fields in The Dental System are dental-specific and do not map to any HighLevel standard field. The value migrates to a custom Provider_Assignment__c pick-list or text field on the Contact record. This field is informational in HighLevel — actual provider routing uses HighLevel user assignment.

Patient documents, treatment plan attachments, and uploaded files from The Dental System re-upload to HighLevel Files. Files attach to the relevant Contact or Opportunity record by ID linkage. File size limits are governed by HighLevel's storage configuration per sub-account. During migration, file metadata (original filename, creation date, and mime type) is preserved where possible. HighLevel's file storage may impose a per‑file size cap that your team should verify before migration.

Appointment history and scheduling records are complex. Basic appointment metadata (date, provider, patient link) migrates as a custom Appointment_History__c object in HighLevel. Active future appointments require rebuild in HighLevel's native Calendar feature — the Calendar data model is not directly compatible for bulk import.

Insurance provider information and billing records in The Dental System map to a custom Insurance_Provider__c and Billing_Status__c fields on the Contact record, or a dedicated custom object depending on the volume and complexity of billing data. HighLevel does not have native insurance billing fields.