Migrate from Weave to HubSpot

Weave patients map directly to HubSpot Contacts using a one-to-one field mapping. Patient name, phone number, email address, physical address, and all patient properties transfer as corresponding contact properties. The original patient create date is preserved in a custom datetime field since HubSpot's native CreatedDate reflects the migration execution time rather than the original record creation date.

Weave call logs, text message exchanges, and voicemail recordings attached to a patient record become HubSpot Engagement records. The Type field is set to Call, Email, or Note depending on the communication channel. Original timestamp, direction indicator showing inbound or outbound, and provider metadata are all preserved in custom fields on each engagement record.

Weave appointments have no native equivalent in HubSpot's standard object model. We create a HubSpot Custom Object named Appointment with properties for appointment date, assigned provider, duration, type, and current status. The patient contact links to the appointment via a custom association definition configured in HubSpot's association settings.

Each Weave practice or clinic location becomes a HubSpot Company record representing the organization. Practice name, primary address, phone number, and domain information transfer as standard Company properties. Multi-location setups generate multiple Company records with location metadata distinguishing each physical practice location.

Weave payment records and invoice entries map to HubSpot Deals representing service contracts or individual billing events. Deal fields capture amount, payment date, current status, and the payer patient link via Contact association. Pipeline and stage values reflect the payment lifecycle from Scheduled through Paid to Overdue status.

Weave's built-in review request automation has no direct HubSpot equivalent that transfers automatically. We preserve review request history as a custom property on the Contact record for reference. Rebuilding the trigger logic as a HubSpot workflow is recommended post-migration using enrollment criteria from the historical request data.

Weave providers and staff members resolve to HubSpot Users by matching email addresses. The active or inactive status from Weave maps directly to HubSpot's user active flag. Unmatched providers are flagged in a pre-migration report, and practices either invite them to join the HubSpot portal or assign their records to a designated fallback user.

Weave stores insurance carrier name, policy number, and group number on the patient record. These transfer as custom text fields or pick-list properties on the HubSpot Contact object. HubSpot CRM has no native insurance data object, so all carrier and policy information remains stored directly on the patient contact record.

Any custom fields configured on Weave patient records including referral source tracking, preferred contact method selection, and treatment history documentation are recreated as HubSpot custom contact properties. Field data types including text, date, and pick-list formats are preserved during the migration process.

Weave's automated appointment reminder functionality is a built-in workflow construct within the platform. These automated reminders must be rebuilt as HubSpot workflows using date-based enrollment triggers and email or SMS communication actions. We export the original reminder configuration rules as a structured reference document to guide the rebuild process.

Weave text message conversations transfer as a chronological series of Engagement notes on the Contact record. Each individual message preserves its timestamp, direction showing inbound or outbound, and full message content. The complete conversation thread is reconstructed as a linked series of notes on the contact timeline.

Weave allows linking family members or guarantors to a primary patient record. HubSpot supports contact-to-contact associations with custom labels such as Spouse, Child, or Guarantor. We map these relationship connections and recreate the appropriate association labels in HubSpot's association settings to maintain family and guarantor linkages.