Doctible to HubSpot
Doctible is a cloud patient engagement and practice-growth platform for dental, orthodontic, chiropractic and vision practices. It covers two-way texting, reminders, scheduling, intake forms, recall and reputation management.
Doctible data can move into HubSpot, landing mainly in Sales Hub. 0 of 5 mapped objects move directly; 3 items need manual work and 2 do not move. Plan roughly 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for Doctible
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 contacts, single location
Contacts and referral source only.
Mid migration
5k-50k contacts, a few locations
Adds appointments and preferences.
Large migration
>50k contacts, multi-location groups with several PMSs
Compliance review and workflow rebuild.
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 Doctible: what you need to get in, what lands in HubSpot, and what will not.
Choose your route
How will you move the data?
No native connector was found.
- You need: To confirm
- Permission: To confirm
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.
- Review sites list data import/export as a feature, but no documented export path was found. Ask Doctible support for a patient, appointment and message-history export.
- The practice management system (PMS/EHR) is the system of record, so extract patient and appointment data from there.
Limits: To confirm
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: 8-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In Doctible
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Patient demographics/contacts (synced from PMS) | Contacts | partial | Doctible syncs demographics from the PMS. Take permitted contact fields from the PMS or a Doctible export, and keep clinical data out. |
| Appointments / recalls | Meetings | manual | Appointments sync from the PMS. Load history as Meetings or a custom object only if needed. |
| Messaging/chat history | Notes | manual | Chat history is stored in Doctible. Whether it can be exported is unconfirmed, and it may contain PHI. |
| Lead/referral source and communication preferences | Contacts | manual | Rebuild as custom contact properties. Doctible's export of these fields is unconfirmed. |
| Reviews/survey feedback | Custom objects | manual | Optional. Reviews are mostly public on Google, so the export route is unknown. |
What to expect
These stay in the PMS/EHR. Doctible only syncs a subset, and the scope note says to retain them.
These are platform workflows with no documented export. Rebuild them in HubSpot or retain them in Doctible.
Patients opt in to texting in Doctible, and that consent record must be evidenced in HubSpot.
Doctible's PMS connector will not feed HubSpot, so a separate PMS extract or integration is needed.
There is no documented transfer for these.
Limit the data scope and confirm HubSpot's HIPAA/sensitive-data eligibility before transfer.
Request exports from Doctible in writing before cancelling.
Extract from the PMS and treat Doctible as secondary.
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.
Product and integration facts are supported by the vendor site and review sites. No public API docs, export documentation or HubSpot connector docs were found. Access, objects and mapping rest on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate Doctible to HubSpot?
1. Confirm with Doctible support which exports exist (patients, appointments, messages, reviews) and the formats. 2. Identify your PMS (e.g., Open Dental, Dentrix, ChiroTouch) and who owns the system of record. 3. Define permitted fields and exclude clinical data from scope. 4. Check the SMS opt-in and TCPA consent records you hold.
What does not move from Doctible to HubSpot?
Clinical records, EHR and treatment data and Automations, reminder sequences, Smart Scheduler and forms configuration. Plan to rebuild or retire these.
How long does a Doctible to HubSpot migration take?
Small (<5k contacts, single location): 2-4 weeks. Mid (5k-50k contacts, a few locations): 4-8 weeks. Large (>50k contacts, multi-location groups with several PMSs): 8-16 weeks. These are planning estimates, not a quote.
What compliance issues apply when moving Doctible data?
Check: Health data (PHI), Possible minors' data (dental, orthodontic) and Financial/patient loan applications. Agree consent, retention and access rules before exporting.
Moving Doctible into HubSpot?
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Talk to a partner