Migrate from Weave to Freshsales

Weave Patients map directly to Freshsales Contacts. The patient's first name, last name, email, phone, address, and date of birth map to Freshsales Contact fields. We preserve the original Weave patient create date as a custom datetime field since Freshsales CreatedDate reflects the migration run date. Owner resolution uses email match against Freshsales users.

Patients with a lifecycle indicator of 'Prospect' or 'Referral' with no treatment history split to Freshsales Lead. Fully active patients with appointment history map to Contact. This split is driven by a Weave custom field flag or, if absent, by whether the patient record has at least one associated appointment.

Weave Locations map to Freshsales Accounts. The location name, address, phone, and website fields map directly. We tag the Freshsales Account with a custom Industry pick-list value (e.g., 'Healthcare — Dental', 'Healthcare — Veterinary') since Weave's location type is not a standard Freshsales field. Parent-child location hierarchies in Weave map to Freshsales Account.ParentId.

Weave Appointments map to Freshsales Tasks. The appointment subject, scheduled datetime, and status (Confirmed, Completed, Cancelled) map to Task fields. Duration calculates from Weave appointment length. The Task is linked to the Patient Contact record and the Location Account record via lookup. Cancelled appointments migrate as completed tasks with a custom status field to preserve history.

Weave communication records (calls, SMS, emails) map to Freshsales Tasks with Type = 'Call', 'SMS', or 'Email'. Original timestamps and communication direction (inbound/outbound) are preserved in custom fields. The content or transcription, if stored in Weave, migrates to the Task description. Unanswered calls from Weave preserve the missed-call flag.

Weave payment records have no native Freshsales equivalent. We create a Freshsales Custom Module called 'Payment_History__c' or, if the payment relates to a specific treatment plan, attach it as a custom field group on the Contact. Each payment's amount, date, method, and status migrate. Freshsales Pro plan or above is required for Custom Modules.

Weave's review-request workflow (Google/Facebook review invites) has no Freshsales equivalent. We preserve the fact that a review was requested and whether it was completed as custom fields on the Contact record: Review_Request_Date__c and Review_Completed__c. The actual review link is stored as a URL field for reference.

Weave staff members map to Freshsales users by email. We resolve each Weave staff email against Freshsales registered users. Unmatched staff are flagged before migration — the team either invites them to Freshsales or assigns their records to a fallback user. We preserve the staff role as a custom pick-list on the Contact record for context.

Weave Pro/Elite custom fields on patient records (e.g., 'Insurance Provider', 'Last Cleaning Date', 'Treatment Plan Status') map to Freshsales custom fields on Contact. Field type is matched: pick-lists map to pick-lists, dates to dates, numbers to numbers. The Freshsales field limit per module applies — Growth (10 fields) may require a plan upgrade or field consolidation.

Weave treatment plans (patient-specific proposed procedures with estimated costs) map to Freshsales Deals. The treatment plan name becomes the Deal name; estimated value becomes Deal Amount; status maps to Freshsales Deal stage. We create a custom pick-list field Treatment_Plan_Status__c to track the plan lifecycle. Each treatment line item requires a separate Deal Product entry or a custom object.

Weave services and products are mapped to Freshsales Products for use within Deals. The product name, SKU (if present), unit price, and description all migrate. Products connect to Deals via the Deal Product association in Freshsales, enabling line-item tracking and revenue attribution per offering.

Weave patient notes including clinical notes and general comments migrate to Freshsales Notes attached to the Contact record. Both the original note timestamps and the author staff email are preserved during migration. Since Freshsales does not support HTML-formatted notes natively, any rich-text formatting is converted to plain text to ensure readability in the target system.