Migrate from The Practice to Nutshell

Practice Person records migrate directly to Nutshell People. Standard contact fields—first name, last name, email, phone, address, job title—map to their Nutshell equivalents. The original Practice person record ID is stored in a custom Source_ID__c field, enabling delta-run de-duplication and allowing the migration tool to reference the source ID via Nutshell's JSON-RPC API when loading data.

Practice therapy_modality, session_rate, referral_source, primary_insurance, and client_status fields require Nutshell custom fields. We assess the target Nutshell plan's field limits (5 on Essential, 20 on Pro, more on Business/Enterprise) and produce a consolidation map if the practice exceeds the target plan's limits before migration runs.

Practice Company records map to Nutshell Company records. Name, website, industry, phone, and address fields carry over directly. If Practice stores multiple locations of the same practice under separate Company records, they remain separate Companies in Nutshell — no hierarchical collapse occurs since Nutshell supports flat company records.

Any Practice Company-level custom fields—such as practice_type, npi_number, or tax_id—are mapped to Nutshell Company custom fields, respecting plan-tier limits (5 on Essential, 20 on Pro, more on Business/Enterprise). The migration audit compares the practice’s field count to the target plan and flags any that exceed the limit, supplying a consolidation recommendation—merging values or storing overflow in a Note—before migration.

Practice leads that have not converted to active clients migrate as Nutshell Lead records. Lead name, contact info, source, and status map to Nutshell Lead fields. We preserve the original lead creation date as a custom Lead_Created_Date__c field since Nutshell Lead CreatedDate is set at migration time.

Practice deal records (session packages, billing agreements, recurring payment plans) map to Nutshell Deals. Practice deal stage (e.g., 'Active', 'Completed', 'Cancelled') maps to Nutshell Deal stage values via value mapping. Amount fields transfer directly; if Practice stores recurring amounts, we map to Nutshell Deal amount and note the periodicity in a custom field.

Practice session logs, notes, and tasks migrate as Nutshell Activities with type classification (Call for session logs, Note for notes, Task for action items). Original timestamps, owner email addresses, and associated Person/Company links are preserved. Nutshell's activity feed attaches each record to the correct People or Company page.

Practice file attachments on client records (session PDFs, signed forms, assessment documents) re-upload to Nutshell as file attachments on the corresponding People record. Nutshell's file size limits (25MB per file) apply; files exceeding the limit are flagged for manual handling or split before upload.

Practice tag labels (e.g., 'VIP client', 'referral partner', 'billing issue') have no direct Nutshell equivalent. We migrate tag names as Nutshell Note records attached to the Person record, storing the original tag string for reference. Clients who rely heavily on tags should review the tag list before migration and decide whether to collapse into a smaller set or preserve as note history.

Practice user accounts are resolved against Nutshell users by email match. Active Practice users must have Nutshell user accounts created before migration; unmatched owners are flagged and assigned to a fallback Nutshell user. We capture the Practice owner ID in a custom Original_Owner_ID__c field on each record for post-migration audit.

Practice workflows (client onboarding reminders, session follow-up automations, billing notifications) do not transfer. We export the workflow definitions including trigger conditions, action steps, and timing rules as a structured PDF reference document that the practice admin can use to rebuild equivalent automations in Nutshell's workflow builder.