Migrate from Weave to Pipedrive

Weave People records map directly to Pipedrive People. Patient name, email, phone, and address fields align field-for-field. Weave's internal patient ID is stored as Source_System_ID__c on the Pipedrive Person for delta-sync traceability. Multiple phone numbers (mobile, home, office) map to Pipedrive's phone field array.

Weave Organization records (dental offices, veterinary clinics, medical practices) map to Pipedrive Organizations. Practice name, address, and website transfer as-is. Weave's multi-location sub-accounts collapse into a primary Organization with additional location data stored in a custom field, and maintain referential integrity across the migration.

Weave's patient-to-practice association (which clinic a patient belongs to) maps to Pipedrive's Person-Organization link. Pipedrive supports one primary organization per person with additional organizational relationships tracked via the relationship model. This ensures that each patient's primary clinic is visible at a glance, while secondary affiliations are preserved for reporting purposes.

Weave billing deals map to Pipedrive Deals but require transformation. Weave tracks invoice status (paid, pending, overdue) and line items; Pipedrive Deals use stage and probability. We map Weave deal stages (Open, Won, Lost) to Pipedrive pipeline stages and store the original Weave billing status as a custom field.

Weave deal line items (individual services or procedures) map to Pipedrive Deal Products. If Weave product catalog exists, items migrate as Pipedrive Products linked to deals. Services without a catalog entry become custom line-item descriptions on the Pipedrive deal, ensuring accurate revenue tracking and billing history.

Weave call logs (incoming, outgoing, missed) migrate as Pipedrive Tasks with Type set to 'Call'. Original call duration, timestamp, and outcome (answered, voicemail, missed) are preserved in task subject lines and custom fields. Owner is resolved by email match against Pipedrive users.

Weave text message threads are complex — Pipedrive has no native SMS object. Individual texts migrate as Pipedrive Tasks (one task per SMS) with the message content in the subject. Thread context is preserved by linking all tasks in a thread to the same Person record with a Thread_ID__c custom field grouping them.

Weave voicemail records (audio file URL + transcription text) migrate as Pipedrive Notes attached to the relevant Person. Audio files are downloaded and re-uploaded to Pipedrive Files. Transcription text becomes the Note body. Voicemail timestamps and calling party are preserved in Note metadata.

Weave appointment records (scheduled, confirmed, cancelled) map to Pipedrive Events. Appointment type (cleaning, procedure, consultation), scheduled time, and confirmation status transfer as custom fields on the Event. Recurring appointments generate a series of Pipedrive Events; Pipedrive does not have native recurring appointment series.

Weave payment transactions (amount, method, date, status) have no direct Pipedrive equivalent because Pipedrive base tiers do not include payment tracking. We store payment data as custom fields on the linked Deal: Payment_Amount__c, Payment_Method__c, Payment_Date__c, and Payment_Status__c. These fields enable financial reporting within Pipedrive and allow users to reconcile payments against invoices without additional integrations.

Weave custom fields (insurance carrier, treatment history, referral source, appointment preferences) require custom fields in Pipedrive. Field type mapping: text fields → Pipedrive varchar, date fields → Pipedrive date, pick-list fields → Pipedrive enum. Pipedrive field keys are generated per workspace — the mapping workbook documents both the source field name and the destination key.

Weave staff members who own patient records are matched to Pipedrive users by email address. Unmatched owners are flagged before migration; their records are assigned to a fallback Pipedrive user or held for manual reassignment. Inactive Weave users who are not invited to Pipedrive are excluded from the owner resolution map.