Onboard from another system

If you already have patients, bookings, or sales in another system, bring that data into Clinic Membership once — then Documenti creates or links clinical files when people next book in. You do not need to re-type everyone by hand.

Moving from another system

Pick Route 1 if you want us to handle the migration, or Route 2 if you prefer to import the files yourself.

Route 1 send files to our team and Route 2 step-by-step import

Tip

Connect Documenti before you go live — see Connect Documenti to Clinic Membership. Matching uses email and phone, so keep those consistent with your old system where you can.

Get your data files ready

Export from your old system before you start. CSV is ideal; Excel, ZIP, or JSON also work when you send files to our team.

Patients — name, email, phone, and any ID your old system used (plus date of birth or address if you have them).
Bookings / appointments — past and future visits, with patient identifiers that match the patient file.
Notes — optional clinical or reception notes linked to those patients.
Invoices / sales — optional unpaid or history reports from your old system.

Note

For step-by-step import, export patients first, then bookings and notes in separate files when your old system allows — the wizard imports them in a sensible order.

Route 1 (recommended) — send files to our team

Best for a full migration (patients plus bookings, notes, or invoices) when you want us to map and load everything for you.

Go to Settings → Data.
Scroll to Import your data.
Click Send files to our team (Upload for manual help).
Tell us which system you are migrating from (required).
Add optional notes — for example which files are patients vs bookings.
Upload your export (CSV, Excel, ZIP, or JSON — max 100 MB).

Send files to our team form with migrating-from field and upload — Settings → Data → Send files to our team — tell us the old system, then upload your export.

Tip

After you upload, we import your data for you. You will hear from us if anything is unclear. Once patients are on the list, Documenti links each person when they next book in.

Route 2 — import it yourself

Best when you have clean CSV exports and want to map columns and import in your own time — then finish onboarding (services, rotas, Documenti) yourself.

Go to Settings → Data.
Scroll to Import your data.
Click Step-by-step import (Start guided import).
Upload your CSV file(s) — patients first if you have several files.
Review the scan summary and fix any blocking warnings.
Match columns (and services or products if prompted), then run through the preview to check everything looks right before you Import.

Tenant Settings Data tab with Import your data and Step-by-step import — Settings → Data — Step-by-step import for CSV matching, or send files to our team.

Note

Need the patient-only column layout? Download the template from Onboard from paper notes, or see Import patients from another system for a shorter wizard-only walkthrough.

After the data is in

Check a few patient cards in Admin → Patients — names, emails, and phones look right.
If you imported bookings, open the calendar and confirm upcoming visits.
When someone next books in, Documenti creates or matches their clinical file — use Patient Matching for any pending rows.
Finish setup: services, staff rotas, reminders, and payments if you have not already.

Documenti Patient Matching with Create New Patient and Search Manually — Documenti → Patient Matching — finish any rows that did not auto-link when someone books in.

Which route should you use?

Send files to our team — multi-file exports, messy headers, or you would rather not map columns yourself.
Step-by-step import — clean CSVs and you want to control the import and finish onboarding yourself.
Coming from paper notes instead? Use Onboard from paper notes.