Welcome to Pogozo! Here are all the details you'll need for switching from Cliniko to Pogozo.
Switching systems has never been easier. With the use of your Cliniko API key you can migrate most of your Cliniko data across into Pogozo. Below we'll break down the steps we recommend for the smoothest and most efficient transition.
If you are switching from Cliniko to Pogozo and would like us to help with the data transfer email us at hello@pogozo.com to talk to one of our transfer experts.
This "how-to" guide will cover:
What we can transfer for you
What we don't transfer
Import your data from Cliniko
The next steps once 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.
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
There are some things that you can manually import yourself via a CSV.
Importing your data from Cliniko
Step 1
We have separated the migration process into 3 steps. Each step lays the foundation for the next step. We highly recommend you do each step one at a time and in the order provided. Doing the steps out of order or all together could cause the migration to fail.
The first step is all about setting up the behind the scenes of your account.
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.
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. 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.
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.
Next you need to add your locations to Pogozo. The businesses you have in Cliniko should appear on the left.
Select 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 wish to bring across. We recommend selecting everything as many of the import items are linked.
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. Please note any shop items linked to appointment types will not appear.
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 while we do all the heavy lifting in the background. 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 processing here are a list of things that we recommend you set up in Pogozo:
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
Shop items (aka Products) only if you are not importing them from Cliniko
Once your Step 1 data import is complete you can now finish your set up, and start Step 2 of your data import.
Set up your calendar settings for appointments and classes
Link your communication templates, contracts and waivers with your appointment and class types
Step 2
Next up we're importing your contacts and clients including treatment notes and available documents.
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.
Once your Step 2 data import is complete you can start Step 3 of your data import.
Step 3
The third and final step of your Cliniko import is bringing across all of your future appointment and class bookings. We recommend you do this when you are ready to start using Pogozo with your clients.
TIP 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.
To begin the transfer of your appointment and class 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.
Next steps
Now that your data transfers are done there are a few final steps you may want to complete:
Adding your booking link to your website for appointments and classes
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!