When we first spoke with this dental practice, they were in the middle of migrating to Dentally for their practice management—while also using GoHighLevel (GHL) for their CRM, lead capture, chat widget, email/SMS/WhatsApp communication, and more.
Here’s what wasn’t working:
➝ Patient info was split between systems—with no reliable way to sync them.
➝ A full export/import process left them with over 1700 duplicate contacts that needed to be merged or deleted 1 by 1.
➝ Dentally was sending reminders from one number, while GHL sent them from another—confusing patients.
➝ There was no automation in place to keep data consistent. Everything was manual.
➝ No tool on the market could integrate Dentally and GHL the way they needed.
At the core, they wanted:
➝ Matching contact data across both systems (name, DOB, gender, contact info, etc.)
➝ All reminders and communication sent from GHL, with appointments still managed in Dentally
➝ A solution that reduced manual admin, not added to it
We started by diving into the APIs for both Dentally and GHL. Thankfully, both had solid documentation and gave us the access we needed. From there, we:
➝ Ran a Proof of Concept – Just to make sure everything we wanted to do was possible. It was.
➝ Mapped out the solution architecture – We used:
• Make.com as middleware
• Supabase as the backend database
• Webhooks to receive information from GHL and Dentally and process it
• API calls to get information from GHL and Dentally and use it
Once the foundation was in place, we got to work:
➝ Cleaned up the mess – Removed duplicates from both GHL and Dentally.
➝ Synced missing data – Pulled missing info from Dentally into GHL, using custom fields where needed.
➝ Built a smart reminder system – One reminder per day, even if a patient had multiple appointments. Family members? Grouped into a single message.
➝ Created automation for new patients – Now, when a lead is tagged in GHL, a full patient file is automatically created in Dentally—no more copy-pasting.
Everything is now connected, clean, and working the way they wished it could have a long time ago.
➝ No more duplicates – One clean record per patient across both platforms
➝ One phone number for all communication – Reducing confusion and improving patient experience
➝ Time saved – No more manual data entry or back-and-forth between systems
➝ A scalable integration – Built to expand as the practice grows
If you run a dental practice and are using Dentally, GoHighLevel, or any other CRM or practice management software—and it’s not all talking to each other—we can help.
Fill out the form below and let’s see if we can sort it out for you.