Transferring your team into Pogozo is quick and easy with our data transfer tables. It is important to remember that each system is slightly different so there may be some variations in what you can export from your current system and what you can import into Pogozo.
We recommend you pay close attention to our TIPS as some systems have some funny quirks that need to be taken into consideration. By taking the time to get this right, it will set you up for success when uploading other data such as appointments and treatment notes.
First, start by downloading your team member data from your current practice management system. They might be called team members, users, coaches or practitioners.
TIP Some programs such as excel will condense larger numbers to numbers with scientific notation. For example many team member ID numbers are over 15 digits long and excel will change the number from 12345678910111213 to 1.23 e+16. You will require the whole number to be imported into Pogozo, so just make sure when saving or editing the export that the right numbers have been saved.
Next download the team member data transfer template from Pogozo.
On the main menu go to Settings. Click on the the sub-menu Data and then click Upload data.
Select the data you want to import and then download the template csv.
Your team member data transfer template should look something like this.
TIP The columns with headings highlighted in yellow are mandatory, in that they must be filled in. All other columns are optional. You can choose to fill in as much or as little of each of the optional columns as you want.
The easiest way to move your data into the Pogozo transfer tables is to copy and paste one column at a time. Make sure you are copying the right information into the right column. For example First name into the First name column, email into the email column etc.
TIP We recommend you upload ALL team members, past and present, but especially practitioners, because practitioners are linked to appointment types, appointments and appointment (treatment) notes. If the relevant practitioner is not in the system, it may affect the ability to upload ALL appointment notes. By including all of your past team members, even those who no longer work for your business you can keep the digital connection between them and information such as appointment (treatment) notes. Don't worry, you can upload them as inactive team members and they will not be notified of their upload into Pogozo, nor will they have access to their account.
Ready? Lets get started!
USER ID
This is a mandatory column that needs to be completed. It is usually a number between 5 and 20 characters and should be unique for each team member.
This number is very important as it will link this team member with appointments in the system.
TIP Some systems, such as Cliniko, have a team member ID and a practitioner ID. For all practitioners you must use the practitioner ID and not the team member ID. You won't be able to link your appointment types or your future appointments to the right practitioner in Pogozo if the ID doesn't match.
You can find the practitioner ID in the appointment and appointment type exports from Cliniko. It takes a little bit of detective work to match the practitioner ID to the practitioner name.
SALUTATION
This is an optional column. If left blank no salutation will be added to the team member's profile.
There are a number of different options including Mr, Mx, Ms, Prof, Dr, Mrs and Miss. To allocate a salutation to the team member click on the drop down menu arrow to the right of the cell and select the correct salutation. Alternatively you can type in the salutation, just make sure you get the spelling correct!
FIRST NAME
This is a mandatory column that needs to be completed.
TIP We use practitioner names to link appointment notes with the practitioner, so make sure you are using the exact same name as you do in your current system. Once everything is uploaded, you can change the team member's name if required. For example: you may want to change your practitioner's name from Freddie to a more formal Fred.
LAST NAME
This is a mandatory column that needs to be completed.
TIP We use practitioner names to link appointment notes with the practitioner, so make sure you are using the exact same name as you do in your current system. Once everything is uploaded, you can change the team member's name if required. For example: you may want to change the last name if the practitioner has changed their last name after recently getting married.
EMAIL
This is a mandatory column that needs to be completed. Emails must be unique to each user, you cannot use the same email for two different team members.
If you are unsure of a team member's email address, you can put a placeholder address instead. We recommend something such as the team members first and last name @noemail.com, or at your business email domain. For example freddiepogozo@noemail.com or freddiepogozo@pogozo.com.
TIP Some programs copy the email addresses in a white font. If you have pasted the email addresses across but cannot see them, highlight the email column, change the font to black or blue and see if they show up.
PHONE
This is a mandatory column that needs to be completed.
If you are unsure of a team member's mobile phone number you can put a placeholder number instead. We recommend using your clinic phone number.
TEAM MEMBER ROLE
This is a mandatory column that needs to be completed.
There are three options for team member roles in Pogozo; practitioner, admin and coach. We recommend you get familiar with our different team member roles so you can choose the most appropriate role for your team member.
To allocate a role to the team member click on the drop down menu arrow and select the correct role. Alternatively you can type in the role, just make sure you get the spelling correct!
IS ACTIVE
This is a mandatory column that needs to be completed.
If your team member is currently active and you would like them to have access to Pogozo then this will be TRUE. If the team member is not currently active and you do not want them to have access to Pogozo then this will be FALSE.
To allocate an active status to the team member, click on the drop down menu arrow and select the correct active status. Alternatively you can type in the role, just make sure you get the spelling correct!
TEAM MEMBER TITLE
This is an optional column. If left blank, no team member title will be added to the team member's profile.
You can give more information about a team members role, for example Physiotherapist or CrossFit Coach. This information can be added to letters or reports and will also appear on the invoices under practitioner details.
IS STUDENT ACCOUNT
This is an optional column. If left empty, Pogozo will assume the team member is not a student.
If your team member is a practitioner and currently a student and you would like them to have student limited access in Pogozo then this will be TRUE. If the team member is not currently a student and you do not want them to have student access to Pogozo then this will be FALSE.
To allocate a student status to the team member, click on the drop down menu arrow and select the correct active status. Alternatively you can type in the role, just make sure you get the spelling correct!
LOCATION
This is an optional column.
This is the team members home address. If left empty the address field will be left blank.
USER PERMISSIONS
These are mandatory columns that needs to be completed. They relate to the levels of access you want to give each team member.
There are three different access types Administrator, Financial and Reporting. Each access type has four levels of access; Hidden, Basic, Plus and Super. We recommend you get familiar with our different permission access levels so you can choose the most appropriate access level for your team member.
To allocate a permission access level to the team member, click on the drop down menu arrow and select the correct access level . Alternatively you can type in the access level, just make sure you get the spelling correct!
CREATEDAT
This is an optional column.
You can enter the date your team members started with your business to track team member anniversaries.
You will need to enter the format as follows:
YYYY-MM-DD HH:MM:SS TIMEZONE
Example: 2021-05-26 10:45:16 +1000
Uploading into Pogozo
Once you have entered all of your information into the Pogozo transfer tables you will need to save your file in CSV format.
To upload into Pogozo go to Settings, then click on Data and select Upload data.
From the dropdown menu, select the type of data you want to import, in this case Team Members. Click and search or drag your CSV file into Pogozo, once the file has been uploaded click Import Data.
If your data has uploaded successfully you will see a success message as shown below. Well done!
Troubleshooting your imports
Troubleshooting when things don't go to plan is made easier with our error log. If you get an error with your data import, click on the Error Log. Here you will be able to see which row Pogozo is having trouble importing, and what exactly the problem is.
For example the picture below shows that there was an error importing the data. We can click on the error log to see the specifics.
Here we can see that the problem was in Row 1, and the issue was a missing email address. Missing data is the most common problem encounter when uploading data. Some other issues could include incorrect formatting or duplicated data.
COMMON ERRORS
Duplications
All team member IDs and emails must be unique. If you have a team member with the same ID or email address you will have to change one team members so that they are unique.
Missing information
There are a number of mandatory columns in each spreadsheet. Make sure that you have filled out all the information for the mandatory columns.
If there are errors that need correcting or if you make a mistake you can correct the error in your spreadsheet, save it as a CSV again and then upload the updated spreadsheet again (and again and again!) - any new information will overwrite any previous information added.
Next up, clients!