Migration guide
Switching to Odably
A practical checklist for moving your clinic from your current software, from preparing your data to your first day live.
Step 1
Prepare
- List what you use today: services and prices, practitioners, rooms, branches and opening hours.
- Note your deposit, cancellation and no-show policies so they can be set up the same way.
- Pick a go-live date in a quieter week, and agree who on your team owns the switch.
Step 2
Export your data
- Check what your current provider lets you export (often a client list and upcoming appointments, usually as CSV).
- Download a complete archive of your records before you cancel your old subscription.
- As the data controller for your clients’ records under UK GDPR, store exports securely and share them only through secure channels.
Step 3
Understand the limits
- What can be brought across depends on what your current provider exports. Talk to us before you switch and we will confirm it with you.
- Some history, such as old notes, photos or signed forms, may need to stay in your archive rather than be re-created.
- Saved card details held by another payment provider usually cannot be moved; clients may need to add payment details again.
Step 4
Configure your workspace
- Create your clinic, add your branches and set your operating hours.
- Add your services, then set up care plans and consent forms for the treatments you offer.
- Set up your diary and payments, including deposits at booking.
Step 5
Onboard your team
- Invite owners, administrators, receptionists and practitioners, then assign roles and permissions.
- Run a few practice bookings, consent forms and payments end to end before go-live.
- Use Academy to train and certify staff without a separate login.
Step 6
Go live
- Point your website and social booking links to your new booking page.
- Let clients know about the change and what, if anything, they need to do.
- Keep your old system available read-only for a short period while you settle in.
Data import
Import your existing data
Moving your records is the part of switching that needs the most care. Here is how to get your data ready, how to check it, and how to get help from the Odably team.
You
Decide what to bring across
- Start with the records you rely on every day: client details and contact information, upcoming appointments, your services with prices and durations, and practitioner schedules.
- Note anything you must keep for your records but may not need day to day, such as older history, signed forms and photos.
- Which of these can be imported into Odably, and how, is confirmed with you before you switch.
You
Prepare your export
- Export from your current system in the format it provides, and keep an untouched copy of every original file.
- Tidy a working copy: remove duplicate clients, and use one consistent format for dates, phone numbers and email addresses.
- Leave out records you no longer need to keep, and store every export securely.
You
Check your data before you switch
- Compare totals, such as the number of clients and upcoming appointments, against your old system.
- Spot-check a sample of client records and next week’s appointments, field by field.
- Keep your old system available read-only until you are happy everything you need is in place.
With our team
Get help moving your data
- Use the contact form (choose “Switching from another system”) or email [email protected].
- Tell us which system you use today, roughly how many clients and upcoming appointments you have, and what you need to bring across.
- Please don’t attach exports or client data to your first message.
Planning a move?
Tell us what you use today and we’ll talk through your switch.
Run your clinic with Odably.
Questions about plans or setup? Our team is happy to help.