There is no one way to switch practice management systems and every business will have different requirements and reasons for how they make the switch to Pogozo.
We have had businesses take their time and switch over the course of a month and other businesses sign up and go-live in under 4 hours.
No matter what way you choose to go-live, there are some things that will make the transition easier.
Here is our Go-live check list
Pick a switch date
Book your data transfer
Put aside time to complete the set up
Update your online booking page
Share Pogozo with your clients
Pick a Switch Date
When changing to a new system is it is likely that you will be juggling two systems for a short while. We recommend you limit the time you do this to not only prevent the chance of two clients booking the same time in each system, but also to reduce the confusion for clients and team members around which system they should be using.
Once you have chosen your switch date, we recommend you block off all appointment times and close all classes after the Switch Date in your old system. This will prevent clients booking future appointment and classes through your old system.
Similarly, in Pogozo you should block off all availability to appointments prior to your Switch Date and when you create your class schedule you should start classes from your Switch Date.
Book your data transfer
You should book your data transfer for a day or two before your switch date. When we upload your data anything booked or added to your old system after the upload has been completed will need to be manually entered into Pogozo, so keeping this to a minimum is recommended.
Put aside time to get the set up complete
After your data has been transferred you will need to finish your Pogozo set up. Like most tasks on your to-do list if you can set aside time to focus it will be much easier to get things done as opposed to trying to fit in 5 minutes here and 10 minutes there.
Putting aside time to get the important things done like your class schedule, contracts and waivers and important letter templates means that when switch day arrives you have everything you need to run your day to day business.
After the transfer is complete we recommend you set up the following:
Update team member permissions, practitioner schedules, assigned appointment types and professional reference numbers (such as provider numbers)
Integrate with Stripe and Tyro (if required).
Shop items (aka stock)
Additionally, there are some nitty gritty details that you might want to set up before you start seeing clients. In most cases we've created default options for these but you might like to customise them yourself.
Calendar settings for appointments and classes
Linking billing items, waivers and treatment note templates, and setting communications for appointments
Communication templates (email, SMS and push notifications)
TIP Share the set up with your team members! Admin staff can help with letter templates and your practitioners can set up their own appointment notes templates.
Update your online booking details on your website
You will need to update all access to online bookings and change them to Pogozo. This may mean updating your website, social media pages, Google Business details and any other place where your clients can book online.
Share Pogozo with your clients
Letting you clients know you are now needing Pogozo is important for businesses who will be encouraging clients to use the mobile app especially for class bookings and purchasing memberships. We're created a how-to guide with tips and resources to make this transition as smooth as possible.