Welcome to Pogozo! Here are all the details you'll need for switching from another practise management software to Pogozo.
If you are switching from another practise management software to Pogozo and would like us to help with the data transfer you are in the right place! Want to give it a go on your own? Check out this how-to guide instead.
This "how-to" guide will cover:
How to book your data transfer
What we can transfer for you
What we don't transfer
Getting set up and ready for your transfer
How to export your data
Pre-transfer check list
After the transfer is complete
If you have any questions about our transfer process, please ask!
We're here to help! Our team at Pogozo can assist you in the data transfer process. Please don't import or manually add data prior to your transfer, as this will result in duplications or errors in the syncing of your data. If you follow the step by step guide below we will get the best results.
Booking your transfer
The first step is booking in a date for our Pogozo team to transfer your data. When booking your data transfer date, please keep in mind there are a few things you need to do before your transfer can start. Make sure you leave yourself enough time to get these things sorted before your transfer date.
What we can transfer for you
The following data can be transferred by the Pogozo team.
Team members
Clients
Client cases
Billable items
Appointment types
Future appointments (appointments are between a single practitioner and single patient, any appointments with more than one patient (sometimes called classes) cannot be uploaded).
Appointment notes
What we don't transfer
Unfortunately there are some things that cannot be uploaded by the Pogozo team, however you can upload the following yourself after you have transferred over to Pogozo:
Invoices
Payments
Past appointments
In addition the above, there are some things that need to be set up manually where needed, including:
Team member schedules and reference numbers such as provider numbers
Shop items (aka stock)
Integrations
Classes
Memberships
Reports
Templates such as letters, appointment notes and documents
Getting set up and ready for transfer
We know that after creating your Pogozo account you are probably keen to explore all the new features. We asked you above to refrain from adding anything to your Pogozo account that is part of your data transfer as we need a clean slate to ensure there are no duplications and that everything syncs properly.
However there are a few things that do need to be set up prior to the transfer, and some things you can do too to hit the ground running. These are things that either can't be downloaded from your old system or just don't match our system in the way we need them to.
So go ahead and set these things up as soon as possible before your transfer date:
Set up all of your locations, and check your timezone is correct
Create your tax types
Create your appointment categories
If you are eager to get started you can see the full list of things you can set up prior to your data transfer here.
How to export your data
Exporting data from practise management systems vary ststem to system. Some systems allow you to export the data yourself and others require a formal request and will export the data for you. Reach out to your current system for more details on what is required for you.
TIP When selecting which data to export we strongly recommend you get all of your data. This will make sure you cover everyone and everything. Even if we can't upload it for you, you will have a copy for future records.
If you are missing team members or clients, we may not be able to import your appointments or treatment notes and this will delay your transfer.
TIP: Some programs such as excel will condense larger numbers with scientific notation. For example many ID numbers are over 15 digits long and excel will change the number from 12345678910111213 to 1.23 e+16. We require the whole number, so just make sure before you send us the updated export that the right numbers have been saved.
Once you have your exported data, please upload it to your preferred cloud storage service (for example Microsoft OneDrive, Google Drive, Dropbox, etc) and share the folder with hello@pogozo.com. This ensures that your data is always in your hands. We don't store any of your data outside of Pogozo. If you are unsure how to do this, please contact us for more info.
We recommend you perform your export and upload it to your chosen storage option the day before your scheduled transfer, so that we have time to check your data export is in the correct format.
TIP: Anything entered or changes made in your old system after the export will not be transferred to Pogozo as it wont be included in the exported data. These changes, such as new clients or changes in bookings etc will need to be noted down and manually entered into Pogozo after the transfer has been compete.
It is important to have all these steps completed prior to the transfer, as on the day of transfer we need all the time allocated to load and prepare your data in your Pogozo account.
Pre-transfer check list
Having all of this done before the transfer takes place is super important - your transfer might not be able to go ahead if we don't have all of this information. Please be sure that each item on these lists has been checked off prior to your transfer date.
You have booked your transfer date with our team
You have exported all your data from your current practice management system
Your exported data has been uploaded into your chosen online storage, and access has been shared with the Pogozo team
You have set up your business locations, tax types and appointment categories
On the day of transfer
On the day of transfer, as long as we have everything we need we shouldn't need to contact you. However in some cases where we don't have all the information we need we might need to contact you, so please make sure you are contactable on the day.
Depending on the size of your business, transfers can take anywhere from a couple of hours to the whole day. If it looks like your transfer is going to take longer than a day, the Pogozo team will contact you with an update as soon as possible.
When the transfer is complete, we will let you know that we are done, and you will be able to start using Pogozo straight away.
After the transfer is complete
Once the transfer is complete, you can continue to set up and customise Pogozo to suit your business needs. We recommend you start with the following:
Update team member permissions, practitioner schedules, assigned appointment types and professional reference numbers (such as provider numbers)
Class schedule
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)
We know that moving practice management systems can appear to be overwhelming. Our team is here to help make things easier by assisting you each step of the process, so if you have any questions at all, please reach out to us. We're always happy to help!