Demandforce to HubSpot
Practice-growth platform for reminders, recall, two-way texting, email campaigns and reputation management, used by medical, dental, vision and other appointment-based practices.
Demandforce data can move into HubSpot, landing mainly in Sales Hub. 0 of 6 mapped objects move directly; 3 items need manual work and 3 do not move. Plan roughly 3-5 weeks for a small move and 10-16 weeks for a large one.
Migration checklist for Demandforce
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
<10k patients, single location
CSV-based contact and preference load
Mid migration
10k-100k patients, several locations
Appointment sync and workflow rebuild
Large migration
>100k patients, multi-site group with multiple PMSs
Multiple PMS integrations and compliance 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 Demandforce: what you need to get in, what lands in HubSpot, and what will not.
Partner/PMS sync API (the Demandforce Data Service pushes data in; no public REST API documented)
Demandforce account login. An API Access Key is used by PMS sync tools. No public developer credentials found.
Choose your route
How will you move the data?
No native connector was found.
- You need: Demandforce account login. An API Access Key is used by PMS sync tools. No public developer credentials found.
- 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.
- Request a data export from Demandforce support or your account manager (unconfirmed)
- Re-extract the data from the connected practice management system, which is the system of record
- In-app list or report exports (unconfirmed)
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: 10-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In Demandforce
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Patients / customer database (contact details, demographics) | Contacts | partial | Demographics and contact data originate in the PMS. Migrate only the permitted marketing and enquiry fields. |
| Appointments | Meetings | partial | The PMS pushes appointment data to Demandforce. Import as Meetings or a custom object, or as Deals for a pipeline. |
| Referral sources / lead sources | Contacts | manual | Map to a custom contact property. Source field availability is unconfirmed. |
| Communication preferences / opt-outs | Contacts | manual | Rebuild as HubSpot subscription types and marketing contact status. Document the consent source. |
| Message history (email/text) | Emails | manual | Likely only as a CSV or archive. Log as Notes if needed. |
| Intake forms / clinical data | Custom objects | no | Keep clinical data in the EHR. Demandforce intake data is stored in Demandforce and transcribed manually into the EHR. |
What to expect
These belong in the EHR/PMS, which stays in place per the scope note.
These are tied to third-party review sites. Export support is unconfirmed.
Rebuild as HubSpot workflows and sequences.
Demandforce automations are not portable. Appointment sync from the PMS to HubSpot has to be built or bought.
Templates are vendor-specific.
Demandforce syncs from the PMS on a schedule, so records may lag or differ.
Scope the fields first. Use HubSpot sensitive data features only if your contract and plan allow it, and exclude clinical details.
Export and load the opt-out lists first, and suppress those contacts before any send.
Ask Demandforce support in writing for the export formats and turnaround.
Use the PMS patient ID as a unique identifier property for dedupe.
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 PMS-sync model are supported by third-party and partner sources. I found no public Demandforce API docs, export guide or HubSpot connector docs. Object mapping and export paths are category-level analyst judgement.
Sources
Related migrations
Frequently asked questions
How do I migrate Demandforce to HubSpot?
1. Ask Demandforce support in writing which export formats and entities are available. 2. Identify the connected PMS/EHR and confirm it remains the system of record. 3. Define permitted fields and exclude clinical and diagnosis data. 4. Export SMS and email opt-out and consent lists with timestamps.
What does not move from Demandforce to HubSpot?
Clinical records, diagnoses, treatment workflows, Online reviews and reputation history and Automation and campaign logic. Plan to rebuild or retire these.
How long does a Demandforce to HubSpot migration take?
Small (<10k patients, single location): 3-5 weeks. Mid (10k-100k patients, several locations): 6-10 weeks. Large (>100k patients, multi-site group with multiple PMSs): 10-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Demandforce?
Demandforce account login. An API Access Key is used by PMS sync tools. No public developer credentials found.
Is there a native HubSpot connector for Demandforce?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Demandforce data?
Check: Health data (PHI/HIPAA): appointment and patient relationships can be PHI, Minors (pediatric and dental patients) and Payment/transaction data. Agree consent, retention and access rules before exporting.
Moving Demandforce into HubSpot?
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