General Information Regarding Your Data Import

We’re excited for you to join the Client Diary family!

Moving to Client Diary is relatively easy. We don’t charge for the conversion, and we handle all the heavy lifting. We find people adjust very well, and we help guide you through the complete setup. This quick guide will give you a quick overview of what to expect.

Pricing

We don’t charge at all to convert your data from your old system and import it into Client Diary for you.  There is no cost.  

However, if you decide at a later date, that you’d like us to do the conversion and import again, due to whatever reason, then a charge of $60 will apply to perform the second conversion and import.

What Gets Imported?

Every system is different, and it depends on what we can get out of that system, as to what we can convert and import into Client Diary.  In general, below is a list of normal things that can be imported:

  • Clients
  • Appointments
  • Services

Again, depending on the system we may also be able to import:

  • Products
  • Packages
  • Client Credits / Account Balances
  • Client Notes / Technical Notes
  • Appointment Notes
  • Transactions

What Limitations Are There?

These limitations below are important to read and understand:

  • We import up to the last 2 years of appointments, and we include all current and future appointments.
  • We import up to the last 2 years of notes.
  • We cannot import consultation forms, nor any photos of clients.
  • Clients with no appointments in the 2 years that we convert, will not be imported. They can be supplied in a separate spreadsheet for your records.
  • Packages generally cannot be imported, though when they can, they are imported as services only not as packages.
  • Depending on the software you are coming from, if there our customers that have the same name, the system may choose the wrong customer when importing appointments, as we have no way to determine which of the customers names are which customer. This only occurs when the software does not provide an internal ID. It is a rare situation, but it can’t happen. Please ask us if you’d like more information on this.
  • Transaction data often cannot be imported. When it can be imported though, please be aware that all transaction data comes across as cash transactions, and things like discounts, voucher usage, etc are not shown.  The data is still extremely useful for seeing how much a client paid for a particular service in the past, but you should export your reports from your old software first to make sure that you have all the info you need for your tax requirements.

Quality of data / data cleaning

The data we import into Client Diary, generally speaking, can only be as good as the data we get.

For example, if the client’s names in your old system is all uppercase, or all lowercase, our converters will try to make them title case automatically, and try to clean that up. Sometimes we can do the same with service names, but not always.

If you have old products that you don’t need anymore, we can sometimes work with you to remove those before import.

However, there are some items that the converters just can’t check for. If the old data has incomplete, or incorrect birthdays, it can not be adjusted. If the old data has mobile numbers in the landline field, this can not be adjusted. The same, if there are some landline numbers in the mobile field, this can not be adjusted.

There are many small variables, depending on the quality of the data that was entered into the old system, and how the old system stored that data. We can only work with what we know at the time, and we do our best. Please note though, that we can’t guarantee a perfect transfer of data, if that old data is not perfect either. This is generally true not just for Client Diary, but for all software in general.

How the Process Works

Each package is different, but generally this is the process of how the data conversion happens:

  • Data Collection: We call you, and we connect your computer, and we export the data from the reports in your old software.  Approximately 15 minutes of your time.
  • Data Conversion: We then disconnect from the computer, so you can continue your work as you need to.  We then spend between 30 minutes, to about 60 minutes on our end, converting the data, and then importing it into your Client Diary account.
  • Setup and Going Live: We then call you back, and go through the setup process with you.  Approximately 60 minutes of your time.

Based on the above, you will generally pick a day where you have that time available to have us collect your data, do the conversion, then call you back and help you get all set up and going. 

NOTE: Any test data that you might have already put into your Client Diary trial account, will need to be deleted so that we can import the data from your old system. If it is not deleted, you will end up with duplicate data.  If you’re on the free trial, the trial will end, and your paid subscription will automatically start after the data is imported.

Specific Data That Can Be Imported

Please note, the reason that each system is different.  This is due to what can be exported from that old system, or what that software company will, or will not, provide.  Generally speaking, the more data that we can get, the more that we can import for you.

We will send you a specific separate email, for your system so that you can see what can, and can’t be imported from it.

Products Specifically

Just a quick note about products.  Often, you will have many old products in your old system, that you don’t use anymore. We can work with you, to help remove these old products, before importing. This will ensure your database is nice and tidy, fresh, and not cluttered with old stock.

We don’t charge anything to import your products on your initial data conversion. However, future product imports, for when you change supplier, or get new price udpates, etc, can be imported for you, at a charge of $40 per spreadsheet. We do have many tools in the system though, where you can enter stock yourself, and perform bulk updates to existing stock. So this may not be required, depending on your exact needs.

Timely Specifically

As well as the other notes on this page, that are general, here are some specifics to timely, that should be noted if you are coming from that system.

Packages in timely cannot be converted. However, our translators/converters can take the dollar value of the package, that the client has remaining in the timely packages, and convert those into an account balance credit in Client Diary. This will give them a dollar value credit that can be utilised in Client Diary, to continue using their package.

Your Historical Reporting Data

Because any financial history that might be imported, does not exactly match the financial history in your old software, it is important that you export your financial reports from your old software before closing your account with them. Please see the heading above titled “What Limitations Are There”, and in particular the heading regarding Transaction Data. You may need financial reporting data for your taxation office, your accountant, or many other reasons. Due to this, it is imperative that you export your accurate reporting data from your old software before closing that account.

Frequently Asked Questions

Q: What if I’m on free trial?

A Free Trial account will end at the earlier of:

  • When one month has passed; or
  • When any of your data is imported into the system by our conversion team.

In order to continue using the Service after the free trial a valid credit card must be added to your account via the My Account > Owner Details tab.

Q: Does this cost me anything?

A: No, we don’t charge to help you convert your information across, though please note that we can only import data on active accounts. This means you will be charged for the first month, based on the size of your team. More pricing information can be found here. For any re-imports of data needed, as mentioned above, there is a $60 re-import fee.

Q: What is the best time to do this?

A: Based on the section above titled “How the Process Works”, you will want choose a day where you have an hour or so free to work with our team.  People commonly choose a Monday.  This is a great day as many businesses are closed, or not as busy on that day. But be aware Mondays book out quickly, so be sure to book yours in advance so you don’t miss out.  Other days are just as fine as well, it all depends on your calendar and what is free.

Q: Can we use our old system while you are doing this?

A: You cannot use the old system for the first period whilst we connect to your computer to export the data.  This is for generally about 15 minutes.  However, whilst we are working on the data for the next approximate hour, you are free to use your old system, as we will not be on your computer.

Q: What happens to bookings that are being made while you are working on the conversion?

A: Once we copy the data, and start working on it, any new bookings that are made while we are working on it, will not come across to Client Diary.  Due to this, you will want to make a note, perhaps on pen and paper, of any new bookings that come in during that period.  Then, when Client Diary is up and running, you can enter those appointments into Client Diary.

Q: When can I start using Client Diary?

A: You will be able to start using Client Diary, as soon as the conversion is finished and our team has helped you with the setup.

Q: Should I use Client Diary, and my old system at the same time?

A: We highly recommend against this.  The moment your Client Diary is set up, you should start using it going forward.  We have seen businesses that try to do this, and it is nothing but pain.  One staff member will make a booking in the old system, but not in Client Diary.  Another staff member will make a booking in Client Diary, but not in the old system. Your bookings become a complete mess, and you have to start again.  The best thing to do here, is just to pick a date that you want to go forward with Client Diary, and only use Client Diary going forward from that date.

The above information is general information, to help guide you with commonly asked questions about data conversion.  You probably have other questions that you would like answered, so please do feel free to reach out and ask our team.  They are super friendly, and are happy to help. If you have not already done so, the next step would be to book a date to begin the process of having us move your data from your old system to Client Diary .

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