Moving from WriteUpp to splose? You’re in good hands. This guide walks you through every step of a successful data import. From setting up your workspace for the import to reviewing your imported data, we’ll help you feel confident at every stage.
This guide is comprehensive, so we recommend setting aside some time and having your notes handy.
This help guide will cover:
Preparing your workspace for import
Everything you’ll need to set up in splose before we begin.
What we can import from WriteUpp
A breakdown of the data we can transfer into your splose workspace.
How to export your data from WriteUpp
Step-by-step instructions for exporting your files, plus an overview of the export format and required files.
Booking your WriteUpp import with the splose team
How to schedule your import and what we’ll need from you.
What to expect after your import is complete
Next steps once your data has been successfully transferred.
Where to get help during your migration
How to reach us if you need a hand along the way.
💡 Only want to import specific data? No stress, let your import agent know when you're scheduling the import.
Our team are more than happy to assist, but keep in mind that we still have required files for specific imports to be successful.
Before your import from WriteUpp to splose
Set up your splose workspace
First, set up locations, practitioners and services in splose so that you can map your data easily from WriteUpp to splose.
Locations
Make sure all current and archived locations are set up in splose- this is required if you’re importing appointments.
If you prefer to not create your archived locations for historic appointments, it's fine to match appointments for them to existing locations.
Users
Invite all practitioners (including archived) to splose. You can also invite other users to your workspace. Ensure all of your practitioners have accepted the splose invite before the data import commences.
You will need your archived practitioners as users on splose if you want their historic data imported. You can skip this step and invite just current practitioners if:
You're not importing historic appointments for archived practitioners
You're not importing notes via CSV file
If a practitioner hasn’t accepted their invite yet (and shows as “Invitation Sent”), don’t cancel the invite after the import- this can cause their linked data to be lost. If you have any issues with their email, contact the support team from your workspace to assist in changing the email for you.
Services
Set up services (including archived) in splose. Set up your non-face-to-face services as support activities and face-to-face as appointments.
We can only import appointments, so if you would like your WriteUpp NF2F/support activities imported, you have a couple of options:
Create support activities as appointment-type services. This will let you import support activities across, but this will skew practitioner performance reports.
Create an appointment-type placeholder for your imported NF2F services. This will let you map several NF2F WriteUpp services to one placeholder service which you can archive after the import, and archive + replace with a support activity on the calendar after import.
Appointment slots like 'Internal Meeting', 'Holiday' or any non-billable activities are classed as busy times in splose and can be mapped as a busy time.
Services are a required setup for the appointments import. You can skip setting up archived services if you're happy to match them to the closest service during the import.
Recommended things to set up, but not required for the import:
Appointment templates (Client communications)
Standard forms (your normal forms) and embeddable forms (referral form on your website)
Progress note templates (Client notes)
What data can be transferred from WriteUpp to splose
It's important to remember that splose and WriteUpp are two different softwares, so there's no one-size fits all when it comes to data. Once you’ve exported your data from WriteUpp, here’s what we can bring into your splose workspace:
Clients
Clients
We’ll import all client profiles with the WriteUpp client exportable fields. The WriteUpp Clients' export has the following fields:
Client ID (WUID)
National health number (NHI)
First name and Surname
Date of birth
Address
Postcode
City
Home Phone
Mobile Phone
Email
Contacts/ Third Parties
Contacts/ Third Parties
We’ll import your third parties as Contacts in splose. These won’t be linked to clients automatically during import, so you can connect them manually as needed once they’re in your workspace.
Appointments
Appointments
We’ll bring in both past and future appointments from WriteUpp. Please note that Appointment Status and Appointment comment field is not included in the import, so please make sure your cancelled appointments are not included in the exported appointments CSV if you do not want these imported.
Progress notes and attachments
Progress notes and attachments
Structured notes are exported as a text file or PDF format and will be imported under the client's Progress Notes in splose if imported from the text file. All attached files and assessments (PDF or other format) will be included separately into the client's files tab in their original format. Notes are imported with standard text formatting.
Files (Consents, Documents, Assessments and Messages)
Files (Consents, Documents, Assessments and Messages)
All these are exported in text file format in a general folder for each of them and are imported as files into the client's files tab in splose in the same format.
WriteUpp doesn’t export notes in a way that allows splose to import images, links, or rich text formatting from the CSV file. If you’d like to keep this content as part of your migration, you can manually extract it by going to each client’s record in WriteUpp and selecting 'Print all'. You’ll need to repeat this for each client to make sure everything comes across clearly and safely.
Export your data from WriteUpp
Getting your data out of WriteUpp is simple. Follow these steps to prepare everything for import into splose:
Log In
To get started, log in to WriteUpp using your administrator credentials (you may need these to access the Data Export page). Then follow the steps below to export your data and prepare it for import into splose.
Export Clients, Appointments and Notes
Step 1: Open the Tools page
Click the Menu (next to the calendar icon at the top right), then select Tools under Settings & Tools.
Step 2: Open the Data export section
On the Tools page, click Data export.
Step 3: Export client data
Under Clients, click Export to CSV.
Step 4: Export appointments
Under Appointments, click Export to CSV.
Step 5: Download client notes
Under Notes, click Download.
This will generate a zipped file containing each client’s notes in individual folders, labelled by their WriteUpp ID. Each note is saved as a text file.
Export Third Parties
Step 1: Open the Settings page
Click the Menu icon, then select Settings.
Step 2: Open the 3rd Parties tab
Click the 3rd Parties tab.
Step 3: Export third-party data
Click Export to CSV.
Export other data (assessments, attachments, consents, letters and messages)
These can only be downloaded one client at a time through an access request. Here’s how:
Step 1: Go to Access Requests
From the Tools page, click Access Requests.
Step 2: Create a new access request
Click Create New Access Request.
Step 3: Generate request for each client
Select the Date and Requested by fields, then click Save.
Click the Change Client icon to select the next client and repeat the process until each client has an access request.
Step 4: Download client data
Once processing is complete, click Download for each client.
Each download will be a ZIP file containing that client’s assessments, attachments, consents, letters, and messages, organised into folders under their WriteUpp ID.
Review your exports
Once you’ve exported all your data, take a moment to check the files and make sure everything you need is included.
✨ There's no one-size fits all for imports, so if you’ve used any columns in a unique way or a certain data you need lives in another area of the program, be sure to let us know- it helps us make sure everything ends up in the right place for you.
Always check that all your required files are present before your import date to avoid delays.
Booking and completing your import to splose
Once your workspace is ready to go, you’re all set to book in your data import. Here’s what to do:
1. Book your import
Reach out to our team directly from your splose workspace:
Click the question mark icon in the top-right corner
Select Chat with support
Click Send us a message
Select “I want to schedule a data import” and follow the prompts
You’ll be connected with a data import team member who’ll walk you through the next steps.
A few things to keep in mind before booking:
We’ll need at least one week’s notice to schedule your import.
The time it takes to complete the import will depend on the size and complexity of your data, so the more we know upfront, the better.
Before booking, make sure all required setup steps are done. If there are any special considerations we should know about, let the team know early- it helps us avoid delays.
To keep things running smoothly, please use the data import chat for import-related questions only. For anything else, feel free to start a new chat- this makes sure the right team member can assist you as quickly as possible.
2. Export and upload your files
All required files must be exported from WriteUpp and uploaded to the secure drive provided by the evening before your scheduled import date.
Please check before uploading that the files you are about to upload are your final exported files and that all required CSV files are included. This is to ensure that your import can proceed as scheduled the next day.
3. Stay in touch during your import
To keep things moving smoothly, stay in contact with our data import team. We will get in touch when it's time for each step. You’ll be asked to:
Review imported data
Complete the data mapping process
Confirm everything is looking right before we finalise the import
Next steps after your import to splose is complete
Once your data has been imported into splose, here’s what to do next to finalise your setup:
Assign services to locations and users
Make sure all services are linked correctly before reviewing the calendar.
Link contacts to clients
Reconnect third parties, referrers, or other contacts to their associated clients.
Add client tags
Apply any relevant tags to help with filtering and segmentation.
Return clients to the waitlist
If any clients were previously on a waitlist, add them back in.
Turn on appointment notifications
After checking that appointments have imported correctly, you can safely enable reminders.
Archive any temporary services
If you created placeholder services just for the import, go ahead and archive them.
Debtor management
If you’re using Xero and your debtors are already managed there, we recommend continuing to manage them in Xero using the Aged Receivables report.
If your debtors are currently in WriteUpp, you can recreate them in splose by adding each debtor’s outstanding balance as a new invoice. To do this:
Create a new invoice for each debtor
Add a Custom line item with the total owing
Set the original issue date and due date
Use email templates and invoice reminders to follow up
You can continue managing these in splose using the Aged Debtors report.
Account credit
You can also add account credits to clients and contacts as needed. If you have an integration with Xero, credits and credit notes are a one-way sync so if they are created on Xero, they do not sync back to splose. Any credits and credit notes created on splose will sync back to Xero.
Need a hand with importing other data from WriteUpp?
Switching from another practice management system can feel like a lot- but you’re not on your own.
If you have questions at any stage, your dedicated import team member is here to help and guide you through the process.
We’ve supported many businesses in making a smooth and safe move from WriteUpp to splose, and we’re ready to help you too. Our complimentary import service covers all the essentials, but if you need additional data brought across, we also offer professional services to support more complex imports.
Just reach out- we’ve got you.
FAQS
Do I have to download the data through access request for a client at a time?
Do I have to download the data through access request for a client at a time?
Yes, but you may also reach out to WriteUpp to see if they can do this for you in bulk from their end.
Why haven’t my third parties and billers appearing under Contacts?
Why haven’t my third parties and billers appearing under Contacts?
Our import scripts automatically include them as contacts, so if they haven’t appeared, it’s likely that a required file was missing or there was an issue with the data. Reach out to your import team member for help reviewing and resolving it.
How can I get the Clients' Next of Kin into splose?
How can I get the Clients' Next of Kin into splose?
WriteUpp doesn’t include Next of Kin details in the Clients CSV export. However, this information is included in the client summary PDF provided with each access request.
If you need to use Next of Kin details, you’ll need to manually add them as Emergency Contacts in splose after importing your clients. Most practices coming from WriteUpp have handled this gradually as they continue using splose.
Why aren't my clients imported linked to their contacts (third parties, referrers, client contacts)?
Why aren't my clients imported linked to their contacts (third parties, referrers, client contacts)?
While we can import both clients and contacts, WriteUpp doesn’t export the links between them in a way that allows us to connect them during a standard import. If linking contacts to clients is important for your workflow, our team may be able to help through our professional services. Reach out to support to explore your options.