Welcome to Pogozo!
Switching practice management systems has never been easier. This guide walks you through migrating your data from Cliniko to Pogozo using the Cliniko API. Following the steps in order ensures your data imports cleanly and your clinic transitions without disruption.
If you’d like our team to help complete the transfer for you, email hello@pogozo.comto speak with a transfer expert.
If you have any questions about our transfer process, please ask!
IMPORTANT The order of these steps matters. Starting later steps early or manually creating data during the process can cause duplication, broken links, or failed imports.
What we can transfer for you
The following data can be transferred via your Cliniko API key.
Team members
Clients
Client files (Documents)
Client cases (Treatment plans)
Billable items
Appointment categories and appointment types
Class types
Future appointments and classes
Appointment notes (Treatment notes)
Contacts
Products (Shop items)
What we don't transfer
Unfortunately there are some things that are not made available by Cliniko to export and therefore they cannot be migrated into Pogozo:
Team member schedules
Client letters and forms
Templates such as letters, emails, SMS and forms
Account credits
Financial records (invoices and payments)
Before you start
What you’ll need
Admin access to Cliniko
Admin access to Pogozo
A quiet window of time to follow the setup steps (imports run in the background)
What NOT to do yet
Don’t manually add clients, appointments, classes, or invoices in Pogozo
Don’t disconnect Cliniko until your migration is complete
Avoid having multiple people “experimenting” in Settings while you migrate
We strongly recommend that one person (a practice owner or system admin) owns the migration to avoid conflicts.
Migration overview (complete in this order)
Step 1: Connect Cliniko & import clinic structure
This step connects your Cliniko account to Pogozo and imports the foundation data your clinic runs on.
What this step includes
Locations
Team members/practitioners
Appointment types
Class types (where applicable)
Billable items
Treatment note templates
Shop/stock items (optional)
TIP The information in Pogozo is assumed to be the most up to date information. Migrating data from Pogozo will add additional information but will not replace what you have already entered. For example if you have already entered a location with a name and an address but no ABN or email. When you add the location from Cliniko, it will add the ABN and the email address but will make no changes to the name or address that already exists in Pogozo.
This is true for all data imported. Information from Cliniko is added to Pogozo but will not replace information that already exists.
IMPORTANT Please make sure if you have already added a location into Pogozo that your timezone for each location is the same timezone as the business being imported.
How to complete Step 1
1. Generate your Cliniko API key
First you'll need to access your API key from your Cliniko account. Sign into your Cliniko Account and go to My Info.
Then scroll down to the API key section and select Manage API keys.
Select Add an API key.
Give your API key a name and select Create API key.
Your new API will now display.
IMPORTANT This will be the only time you will be able to see this API key so copy it and make sure you keep it somewhere safe. Alternatively you can paste it straight into Pogozo.
2. Connect Cliniko to Pogozo
Log into your Pogozo account.
To add your Cliniko API key into Pogozo go to Settings, Data and then under the Cliniko data import option click on Import Data.
Paste your API key into the box and press Save.
Then click Prepare my data.
3. Start Stage 1 import
On the Stage 1 screen, your Cliniko locations will appear on the left.
Next you need to add your locations to Pogozo. The businesses you have in Cliniko should appear on the left.
Use the the drop down menu Map to Pogozo Location and select the correct location in Pogozo. If you have no locations in Pogozo yet choose the option
New location.
Next select the items from Step 1 that you want to import. We recommend selecting everything, as many items are linked:
Active Team Members
Inactive Team Members
Appointment Categories and Appointment Types
Class Types
Billable Items
Treatment Note Templates
Shop/stock items
TIP One item you may wish to not import is Shop items. If you plan on manually entering your shop items (aka Products in Cliniko) to take advantage of the Pogozo shop item variations feature you can choose to not import Shop items at all.
Once you have selected what is required, scroll to the bottom and click Import data.
Your data is now on its way! You can continue to use Pogozo but do not move on to Step 2 yet.
Your data will appears in Pogozo once the import is complete. You can also check back on this same page to see if the import is still processing. Once its done, you'll see an Import completed message.
TIP The time it takes to import your Step 1 data will depend on how much data there is to import. On average Step 1 takes 30-60 minutes for smaller businesses and may take 4 hours+ for larger businesses.
While Step 1 is importing (safe actions)
These tasks are safe to complete while Step 1 is processing and will not affect your import. For more information about what is required for each step click on the link provided. Complete them in this order:
Customise branding - add your business logo
Document and printing settings including setting up your letterhead
Form templates
Email, SMS and push notification templates
Integrate with Stripe and Tyro (if required).
Create memberships and class passes (requires billable items, contracts and waiver)
Shop items (aka Products) only if you are not importing them from Cliniko
Explore settings and navigation
Familiarise yourself with the calendar view
Stop here before moving on
Only continue to Step 2 when all of the following are true:
Step 1 shows Import completed on the Cliniko import page
Locations are visible and correct
Appointments and class types appear correctly
Then complete these before Step 2:
Set up calendar settings for appointments and classes
Confirm team members are listed
Update team member permissions and practitioner schedules
Link your communication templates, contracts, and waivers to the relevant appointment and class types
Step 2: Import clients, contacts & clinical history
This step brings across your historical data — the people you treat and their records.
You must complete Step 1 before starting Step 2.
What this step includes
Clients (active and inactive)
Contact relationships
Client documents
Clinical notes and treatment history
Relevant client details and identifiers
This step may take several hours, depending on the size of your database
How to complete Step 2
Go to Settings, Data and under the Cliniko data import option click Import Data. Your API key should still be saved from last time so you can skip straight to Prepare your data.
Scroll down to Step 2 and select all of the check boxes in Step 2.
Scroll to the bottom and click Import data.
Your clients and contacts are now on their way into your Pogozo account.
TIP The time it takes to import your Step 2 data will depend on how much data there is to import. On average Step 2 takes 2-4 hours for smaller businesses and may take over 12 hours for larger businesses.
Stop here before moving on
Before continuing to Step 3, confirm:
Clients are visible and searchable
Treatment notes appear correctly within client profiles
Contacts are linked to the appropriate clients
You don’t see unexpected duplicates or missing data
If anything looks off, pause here and contact support before proceeding.
Step 3 Go-live import (future bookings)
This is your go-live step. Once you start Step 3, Pogozo becomes your primary booking system.
Before starting Step 3
You must:
Choose your go‑live date
Inform your team that the switch is happening
Stop making future booking changes in Cliniko (new appointments, cancellations, or reschedules)
IMPORTANT Once you start your import, any changes in Cliniko such as new bookings or cancellations will not be recorded in Pogozo. We suggest during this transition period you make a note of any changes made so that these changes can be updated in Pogozo when the import is complete.
How to complete Step 3
This final import brings across your upcoming bookings.
Go to Settings, Data and under the Cliniko data import select Import Data. Your API key should still be saved from last time so you can skip straight to Prepare your data.
Scroll down to Step 3 and select all of the check boxes in Step 3.
Scroll to the bottom and click import data.
Your appointment and class bookings are now on their way into your Pogozo account.
TIP The time it takes to import your Step 3 data will depend on how much data there is to import. On average Step 3 takes 2-4 hours for smaller businesses and may take over 12 hours for larger businesses.
Once you start your import, any changes in Cliniko such as new bookings or cancellations will not be recorded in Pogozo. We suggest during this transition period you make a note of any changes made so that these changes can be updated in Pogozo when the import is complete.
Final checks & launch
When Step 3 is complete:
Review your calendar for the upcoming days
Confirm appointments and classes look correct
Enable online bookings by adding your booking links to your website for appointments and classes
Notify your team that Pogozo is now live
You’re officially live!
We know that moving practice management systems can feel overwhelming. Our team is here to assist you each step of the way—if you have any questions, please reach out. We’re always happy to help.
Our team is here to support you at every step.