Migrate from Upvio to HighLevel

Upvio client records map directly to HighLevel Contacts. Each Upvio client has a name, email, phone, and practitioner assignment — these map to the corresponding HighLevel contact fields. Original create date and last-updated timestamp are preserved as custom datetime fields since HighLevel's system fields reflect migration time rather than source creation time.

Upvio records that include an organization or clinic name map to HighLevel Companies. Multi-practitioner organizations in Upvio (group practices) collapse to one Company record with multiple Contact records linked via the Contact-to-Company association. If Upvio has a parent-clinic hierarchy, HighLevel's Parent Company field preserves that structure.

Upvio appointments become HighLevel Opportunities within a pipeline. Each Upvio appointment type (initial consultation, follow-up, telehealth session, etc.) maps to a pipeline stage in HighLevel. The appointment date becomes the Opportunity close date; appointment status (completed, cancelled, no-show) maps to stage probability and a custom status field. Practitioner assignment becomes the Opportunity owner, resolved by email match against HighLevel users.

Upvio appointment type names (e.g., 'Telehealth Consultation', 'Vital Signs Review', 'Follow-up Visit') map value-by-value to HighLevel Opportunity stage names. Each stage in the corresponding pipeline gets a display name matching the Upvio appointment type. Probability and forecast category are set per stage based on typical completion rates for each service type.

Upvio's Vitals AI produces heart rate, blood pressure wellness trends, HRV, and stress indicators per scan. These do not have a HighLevel native equivalent. FlitStack creates custom Number and Text fields on the Contact record (e.g., Last_VitalScan_HeartRate__c, Last_VitalScan_BP__c, Last_VitalScan_Date__c) and populates the most recent scan values. Historical scan results are preserved as a JSON-serialized custom field since HighLevel does not support a native vital-signs timeline.

Upvio's Empathic AI generates emotional state and stress indicators per interaction. These migrate as custom fields on the Contact record (e.g., Last_Empathic_Score__c, Last_Empathic_Date__c). HighLevel has no native emotional-insight field type, so the score and timestamp are stored as custom Number and Date fields for reference and reporting continuity.

Upvio form submissions become HighLevel Contacts tagged by form name. Each form field maps to a custom field on the contact (or to the standard phone/email/name fields if applicable). The form name is applied as a Tag in HighLevel so SmartLists can segment contacts by their intake source. Form submission timestamps are preserved in a custom datetime field.

Upvio FaceScan outputs (facial health indicators captured during video sessions) have no HighLevel equivalent. The most recent FaceScan result is stored as a custom field (Last_FaceScan_Result__c) with a text summary, along with a custom date field for scan timestamp. HighLevel's file attachment model cannot represent structured FaceScan data, so summary text is used.

Upvio practitioner accounts map to HighLevel Users. Resolution is by email address — FlitStack matches Upvio practitioner emails against HighLevel user emails. Unmatched practitioners are flagged before migration; your team either invites them to HighLevel first or assigns their records to a fallback user. Practitioner role (doctor, therapist, admin) is preserved as a custom pick-list field on the User record.

Upvio clinical notes and client messaging history map to HighLevel Notes attached to the contact record. HighLevel's CSV import enforces a 5,000-character limit per note — notes exceeding this are split into multiple Note records with sequential numbering in the title. Timestamps and note authors are preserved from the source.

Upvio custom fields on client records (beyond name, email, phone) require HighLevel custom field creation. FlitStack maps the field type: text fields become Short or Long Text, numeric fields become Number, date fields become Date. Pick-list values from Upvio become HighLevel drop-down options. Custom fields that cannot map directly (e.g., Upvio-specific medical codes) are stored as Text with a reference note.

Upvio's billing records (invoices, payment transactions via Stripe/PayPal integration) have no direct HighLevel equivalent. HighLevel supports payments and invoicing as an add-on, but billing history does not migrate automatically. We export Upvio billing records as a CSV reference file for manual reconciliation or import into HighLevel's payment module after migration.