Migrate from Upvio to HubSpot

Upvio patient records map 1:1 to HubSpot Contacts. Each patient carries name, email, phone, date of birth, address, and clinical notes. Original Upvio create_date preserves as a custom Created_In_Source__c datetime property since HubSpot's CreatedDate reflects migration time.

Upvio practitioner accounts resolve to HubSpot CRM users by email address match. Unmatched practitioners are flagged before migration; your team either creates HubSpot user accounts first or assigns records to a designated fallback practitioner owner.

HubSpot has no native appointment booking object. We create an Upvio_Appointment__c custom object (Enterprise) with properties for appointment_datetime, status, practitioner_email, patient_contact (lookup), service_type, and video_session_url. Original Upvio booking ID stored as Source_Appointment_ID__c for delta-run de-duplication.

Upvio form submissions contain structured field data (intake questions, health history, consent forms) that doesn't fit standard HubSpot contact properties cleanly. We create a custom object linked to the Contact record, with one property per form field. Form metadata (form_name, submitted_at, form_version) stored as system properties.

Upvio Vitals AI produces heart rate, HRV, blood pressure wellness trend, and stress metrics per scan. Each metric migrates as a HubSpot custom_number or custom_text property on the Contact record. For multi-scan histories, a custom Upvio_Vitals__c object stores scan_datetime, metric_name, metric_value, and scan_quality_score linked to the Contact.

Upvio client portal session logs (last_login, portal_intake_status, document_sharing_status) migrate as HubSpot contact properties. HubSpot has no native patient portal — portal re-enrollment requires Service Hub portal setup post-migration.

Upvio invoice records (service fee, payment status, invoice_number) map to HubSpot Deals for revenue tracking. Invoice status (paid, pending, failed) stored as a custom property on the Deal. Invoice line-item detail may require a custom Invoices object if granular billing history is critical for reporting.

If Upvio stores referring organization or insurance provider data as company records, those map to HubSpot Companies. Practitioners in solo or small-group practice may not have a company record — in that case, the Contact lands without a primary company association.

Upvio uploaded documents (signed consent forms, insurance cards, intake attachments) re-upload to HubSpot Files and associate to the relevant Contact or Deal record. File size limits apply (HubSpot default 25MB per file for CRM attachments).

Upvio practitioner availability rules and booking configuration do not migrate. This is platform-specific scheduling logic that must be reconfigured in HubSpot Operations Hub or rebuilt with a scheduling integration (Calendly, Acuity) post-migration.

Upvio automated reminders (SMS, email) and intake-triggered workflows are platform automation logic. HubSpot Workflows and Sequences must be rebuilt from scratch — we export Upvio workflow definitions as a rebuild reference document for your HubSpot admin.

Upvio stores embedded video session URLs (Zoom, Meet, Teams) on appointment records. HubSpot Meetings (paid Hub) produces different meeting links. We preserve the original video URL as a text property; your team configures HubSpot Meetings post-migration for ongoing video session generation.