Migrate from Upvio to Pipedrive

Upvio client records (name, email, phone, address, date of birth) map directly to Pipedrive Person fields. Vitals readings, intake form responses, and AI scan history become custom fields on the Person record. If the client has no Upvio organization link, the Person lands without a primary OrganizationId in Pipedrive.

Upvio Vitals AI readings (heart rate, blood pressure wellness trends, HRV) have no Pipedrive native equivalent. We create custom numeric fields (e.g., Last_Vitals_HeartRate__c, Last_Vitals_HRV__c) on the Person record. Historical readings beyond the most recent are preserved in a JSON-encoded Vitals_History__c long-text field for reference.

Form and questionnaire responses stored per Upvio client map to custom fields on Pipedrive Persons. Each form field becomes a custom field of the matching type (text, date, picklist). Multi-question forms with many fields increase custom-field count, which affects migration pricing scope.

Upvio organizations (clinics, referring practices, group entities) map to Pipedrive Organizations. Name, domain, address, phone, and industry fields map directly. Note that Upvio allows multiple practitioners per organization; Pipedrive Organizations are singular — each Upvio org creates one Organization record.

Upvio appointments that represent billable service packages, treatment plans, or multi-session bundles map to Pipedrive Deals. The appointment name becomes the Deal name, appointment status maps to Deal stage (Scheduled, In Progress, Completed, Cancelled), and the scheduled date maps to CloseDate. Appointments without a revenue value map to Activities instead (see below).

Routine telehealth sessions, consultations, and follow-up appointments without a bundled revenue value map to Pipedrive Activities. A completed telehealth session becomes a completed Task; a scheduled video call becomes an Event with StartDateTime and EndDateTime. Upvio appointment notes become Activity notes in Pipedrive.

Upvio appointment practitioner assignment maps to Pipedrive Deal owner or Activity owner, resolved by email match against Pipedrive users. The practitioner email field is cross-referenced with Pipedrive user accounts to identify the correct OwnerId for each record. Unmatched practitioners are flagged for admin review before migration — Pipedrive requires a valid OwnerId on every Deal and Activity, so all appointment-owner assignments must be resolved or assigned to a fallback owner before the load phase commits.

Structured intake forms and pre-appointment questionnaires created in Upvio become custom fields on the Person object. Each form question maps to a custom field of the matching type. Pipedrive custom field keys are hashed — we handle the key-to-name mapping during the load phase.

Freeform notes attached to Upvio clients, organizations, or appointments migrate as Pipedrive Notes linked to the corresponding Person, Organization, or Deal record. Original timestamps and author attribution preserved as Note metadata. Each note retains its creation date and author email for audit trail continuity after the migration is complete.

Upvio video session URLs (Zoom, Google Meet, Microsoft Teams) linking to appointments are stored as text fields on the Activity record. Pipedrive does not natively sync video platform status. These integrations must be rebuilt post-migration using Pipedrive's automation triggers or Zapier/Make connectors.

Upvio payment integration links (Stripe, PayPal) attached to appointments or client records do not map to Pipedrive objects. Pipedrive handles payments through third-party integrations (Stripe via Zapier/Make, or native Pipedrive Payments add-on). Payment history must be reconciled separately and reconnected after migration.

Upvio automations (appointment reminders, intake follow-up sequences, client re-engagement triggers) are not data and do not migrate. They must be rebuilt in Pipedrive's automation builder or recreated using Sequences. FlitStack AI exports the Upvio workflow definitions as a JSON reference file for the Pipedrive admin to use during the rebuild phase.