CRMConnect: Cliniko → HubSpot
- Patient and Contact Sync
- Frequency: Every 15 minutes
- Limit: Up to 100 items per execution
- Appointment Sync
- Frequency: Every 15 minutes
- Limit: Up to 100 items per execution
- Invoice Sync
- Frequency: Every 15 minutes
- Limit: Up to 100 items per execution
- Patient and Contact Updates:
- To trigger an update, add or edit a record, such as updating the "Extra information area."
- These updates will be processed during the next synchronization cycle, within 15 minutes.
Ensuring Data Integrity: The Importance of Maintaining Established CRMConnect Configurations in HubSpot
When working with the Cliniko Groups and Deals in HubSpot, it is crucial to maintain the integrity and consistency of the existing pipeline stages and properties. Changes to these elements can have significant implications on data integrity, reporting accuracy, and the overall functionality of the CRM system.
It is crucial that users do not alter or supplement the content created by CRMConnect. APIANT cannot be held accountable for any data mismatches that result from modifications made by the end user to existing content.
Key Reason to Avoid Modifications
The primary reason to avoid altering any properties, groups, pipelines, or stages within CRMConnect is that these components are configured in very specific ways to ensure accurate data transfer from Cliniko to HubSpot. Any modifications to these elements can lead to incorrect data being populated, which disrupts the entire CRM ecosystem. The system's configurations are designed to support specific workflows and data integrity, and altering them could compromise the reliability and functionality of the CRM integration.
Implementing Custom Stages
If additional stages are necessary for specific business needs, it is recommended to create a separate pipeline rather than modifying existing ones. This allows for customization without disrupting the established processes and systems. A separate pipeline ensures that custom stages are tailored to specific tasks or departments while preserving the integrity of the original system configuration.
Resources
For a detailed view of the properties used in the integration of Cliniko and HubSpot, please refer to our comprehensive list of custom properties available in the following spreadsheet:
- CRMConnect: Cliniko → HubSpot / Custom Properties list
The Cliniko to HubSpot integration keeps appointment data synced between the two platforms. The "Individual_appointments_days_forward" setting determines how many days into the future the system looks for new or updated appointments to sync, while also automatically checking the past 7 days for any recent changes.
The system will always check for appointments from the last 7 days to capture any recent updates or changes. It will also look ahead for new or updated appointments based on the value set in the "Individual_appointments_days_forward" field. For example, if the setting is configured to 45 days, the system will check:
The past 7 days (for any recent updates). The next 45 days (for future appointments). This ensures that both recent and upcoming appointments are synced between Cliniko and HubSpot.
Set the number of future days based on your typical appointment scheduling needs. If appointments are often booked far in advance, a higher value like 45 days ensures future appointments are captured and synced correctly. Contact [email protected] if you need to make changes to this setting.
To update HubSpot contact properties with the "Preferred first name" field from Cliniko, simply enable the corresponding setting in your CRMConnect account's general settings. Once activated, the next synchronization of your patients and contacts will automatically update this field in HubSpot..
The criteria in Cliniko that you want to use is up to you as far as which Patients are included in your CSV export.
The criteria in Cliniko that you want to use is up to you as far as which appointments are included in your CSV export.
Email the CSV in its exported format to [email protected]
Maintaining synchronized records between HubSpot and Cliniko can enhance your data integrity and workflow efficiency. This guide provides instructions on manually triggering a sync, as well as setting up automation via HubSpot workflows.
Overview of Data Flow
Data initially flows from Cliniko to HubSpot, setting up a base for your records. Although data can be sent from HubSpot to Cliniko, it requires a trigger since it is not automatic by default.
Manual Sync Trigger
- Locate the Record: Navigate to the specific record in HubSpot that you wish to sync with Cliniko.
- Modify the Property: Update the properties "Update Cliniko patient" and "Update Cliniko contact" to control the data sync to Cliniko.
- Set the Property Value: Change these properties to 'Yes' to initiate an instant sync. This triggers the update or creation of records in Cliniko:
- Update Cliniko patient: Syncs patient information.
- Update Cliniko contact: Updates contact details.
- List of properties that are updated:
- Patient ID, First_name, Last_name, Home_phone, Mobile_phone, Address_line_1, City, State, Postal_code, Country_code, Email, Gender_identity, Date_of_birth, and Referral_source.
Automating the Sync Process
To automate the syncing process, utilize HubSpot workflows. Configure a workflow to automatically change the "Update Cliniko patient" or "Update Cliniko contact" properties to 'Yes' based on specific actions like form submissions or record updates. This setup ensures continuous synchronization without manual intervention.
Post-Sync Property Reset
After the sync is complete, the integration automatically resets the "Update Cliniko patient" and "Update Cliniko contact" properties to 'No'. This reset prevents repeated syncs unless a new update is made, maintaining efficient data management and preventing data duplication.
HubSpot deals in the Cliniko appointments pipeline now include case information from Cliniko
