Cliniko to HubSpot
Cloud practice management and EHR for allied health clinics, covering patient records, appointments, online booking, treatment notes and invoicing.
Cliniko data can move into HubSpot, landing mainly in Sales Hub. 2 of 8 mapped objects move directly (Patients (enquiry/contact details) and Custom patient fields); 3 items need manual work and 2 do not move. Plan roughly 2-3 weeks for a small move and 8-12 weeks for a large one.
Migration checklist for Cliniko
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 5 doneDuring
0 of 5 doneAfter
0 of 5 doneWhat will it take?
No price list: cost follows volume, custom objects and how much logic must be rebuilt. Answer four quick questions for a planning range.
The three scenarios
Small migration
<5k patients
CSV-based with contacts and referral source only.
Mid migration
5k-30k patients
Adds appointments and preference mapping.
Large migration
30k+ patients, multi-site
API-based sync with a formal privacy review.
What moves the number
Timeline ranges are planning estimates, not a quote. A partner confirms scope after discovery.
Access, mapping and limits
Start with how data leaves Cliniko: what you need to get in, what lands in HubSpot, and what will not.
REST (JSON over HTTPS)
A per-user API key, a shard-specific base URL (api.{shard}.cliniko.com) and a User-Agent header with a contact email.
The CSV Data exports page is administrator-only. An API key has the same permissions as the user who created it.
200 requests per minute per user. Excess requests get a 429 with an X-RateLimit-Reset header.
Choose your route
How will you move the data?
No native connector was found.
- You need: A per-user API key, a shard-specific base URL (api.{shard}.cliniko.com) and a User-Agent header with a contact email.
- Permission: The CSV Data exports page is administrator-only. An API key has the same permissions as the user who created it.
Native imports often bring over only some data, so check coverage per object in the mapping below.
Export each object, clean it, then import it into HubSpot.
- Settings > Data exports: patients CSV, including custom patient fields, referring doctor and reminder preferences
- Attendees report CSV for appointments
- Single-patient export as a zip in the patient's Files
- REST API reads of patients, appointments, invoices, contacts, communications, recalls, forms and treatment notes
Limits: 200 requests per minute per user. Excess requests get a 429 with an X-RateLimit-Reset header.
Migration and sync tools can move more than a plain import. Confirm which objects each one supports before you choose.
Best when volume is high, custom objects are many or automation is heavy. That is the Large scenario: 8-12 weeks, usually phased.
Talk to a partnerWhere each object lands
In Cliniko
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Patients (enquiry/contact details) | Contacts | yes | Patients CSV or API. Date range filters on creation date. Keep the Cliniko patient ID as a unique property. |
| Referring doctor / referral source | Contacts | partial | The patients export includes referring doctor. It maps to a custom property or to Companies, which needs design. |
| Appointments / attendees | Meetings | partial | The Attendees report and API provide appointments. Import them as Meetings or custom objects with minimal clinical detail. |
| Reminder and communication preferences | Contacts | partial | Reminder type columns are in the patients export. Map them to subscription or consent properties. |
| Custom patient fields | Contacts | yes | Included in the patients export. Create matching custom properties first. |
| Contacts (doctors, other people) | Contacts | partial | Exposed via the API. Treat them as Contacts or Companies. |
| Treatment notes, patient forms, clinical records | Files | no | Retain in Cliniko per the scope note. Do not transfer. |
| Invoices | Deals | manual | Available through the API. Only migrate if there is a business need. |
What to expect
Out of scope. Retain them in Cliniko or an EHR. HubSpot is not a clinical record system.
These are platform-native and must be rebuilt, not exported.
The export gives free-text or doctor fields with no HubSpot equivalent.
Cliniko reminder settings are not HubSpot consent records.
HubSpot has no clinical appointment object.
Limit to permitted fields, use no diagnosis or notes, and review legal basis and HubSpot sensitive-data settings.
Use a restricted-role user, a dedicated key, and revoke it after migration.
Read the shard suffix from the key and send a compliant User-Agent.
Throttle requests and use CSV for bulk data.
Use Any time to Any time for a full export.
Data governance and compliance
Decide what is allowed to move before anything is exported. Tick each gate once it is agreed.
How we researched this page
How much to trust each section, and where it comes from.
Access, auth, rate limits and patient/appointment exports are backed by Cliniko docs. HubSpot-side mapping, a native connector and certifications were not checked in HubSpot docs, so those parts rest on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate Cliniko to HubSpot?
1. Agree with the clinic which fields are permitted in HubSpot and exclude clinical content. 2. Have an admin run Settings > Data exports for patients and for the Attendees report. 3. Create HubSpot custom properties for the Cliniko patient ID, referral source and reminder preferences. 4. Create a dedicated Cliniko API key on a limited-role user and note its shard.
What data can move from Cliniko to HubSpot?
These objects move directly: Patients (enquiry/contact details) and Custom patient fields. Check the mapping table for partial and manual items.
What does not move from Cliniko to HubSpot?
Treatment notes and clinical records and Cliniko automations, booking and reminder workflows. Plan to rebuild or retire these.
How long does a Cliniko to HubSpot migration take?
Small (<5k patients): 2-3 weeks. Mid (5k-30k patients): 4-6 weeks. Large (30k+ patients, multi-site): 8-12 weeks. These are planning estimates, not a quote.
What access do I need to export from Cliniko?
A per-user API key, a shard-specific base URL (api.{shard}.cliniko.com) and a User-Agent header with a contact email. The CSV Data exports page is administrator-only. An API key has the same permissions as the user who created it.
What compliance issues apply when moving Cliniko data?
Check: Health data (e.g. HIPAA, GDPR special category, Australian Privacy Act) and Minors' records. Agree consent, retention and access rules before exporting.
Moving Cliniko into HubSpot?
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