splose makes it simple to bring your information across from any system- even those we don’t directly support. You’ll be able to handle many imports yourself, while a few types of data may need to be prepared in our templates and scheduled with our team.
With the right preparation, you’ll have everything you need at your fingertips, and your practice data will be ready to go.
This guide explains:
Which data can you import on your own
Which data requires scheduling with the splose team
How to use the standard templates to prepare your information
Before importing data, ensure that the following have been set up:
Which import option is right for you
splose supports multiple ways to bring your data across. The right path depends on the system you’re coming from:
Supported systems
If you’re importing from one of these systems, we recommend following the dedicated guides:
Cliniko
If you’re using Cliniko, you can import your data via API quickly and easily.
All other systems
For any other system, please use this self-service guide with the splose standard templates provided at the bottom of the article to prepare and import your data.
What you can import
Self-service only
You can import the following records on your own, directly in splose:
Clients
Contacts
Appointments
These imports are self-service, but if you come across something that’s not explained in this article, our support team will be happy to assist.
Requires scheduling with the splose team
Start a chat with us and book an appropriate date if you’d like to import any of the following:
Files
Notes
You can also import Files yourself by dragging and dropping the data into the client's Files tab on splose, which we recommend.
Prerequisites
Before starting your import:
Download and use the splose Standard Templates (provided at the end of this article)
Follow the Golden rules:
Do not add, remove, or rename columns. Use the header row exactly as provided.
Do not merge cells or use formulas (convert formulas to values).
Use plain text only (no emojis or special characters).
Dates must use the format provided below.
Leave unknown values blank (don’t write “n/a” or “unknown” or dashes).
Data entry conventions must be followed to ensure a seamless import:
Enter dates in
YYYY-MM-DD HH:MM:SSformat (24-hour time, e.g.,2025-05-30 14:05:00)Use international formats for
+614xxxxxxxx(Australia) or+1xxxxxxxxxx(US). No extensions.For cells with emails, use one email per cell only (no lists). This ensures the email can be used on splose.
For fields on splose with fixed choice fields like 'Privacy policy acceptance', it will need to have the response matching exactly what it says on splose, i.e. 'No response' , 'Accepted', 'Rejected' instead of 'Yes' or 'No'.
For fields on splose with free text like 'Other details', use plain text only (no HTML). Keep them under a few paragraphs and avoid pasting large documents.
Medicare numbers follow the NNNNNNNNNN format (N = number)
Double-check that your data is clean and consistent before importing.
Step-by-step
Go to Settings → Data import in splose and click Import.
Choose the data type you want to import (Clients, Contacts, or Appointments)
💡You can import all 3 together in 1 import, but we recommend importing separately so you can delete and re-import any data without impacting the other imports.
Upload your completed template
Review the preview screen to make sure your data looks correct and click Next to start the import
Complete the data mapping step and click Review
Ensure the number of clients matches the number of clients on your CSV. Click Submit to finalise the import.
Review the imported data in your workspace.
Appointments not showing up?
Ensure that services have been ticked for both the location and the practitioner.
Need to start over? No problem. You can delete an import within 5 business days of uploading it— just click the Actions button next to the import and select Delete import.
We recommend that you import contacts first if you are using "Send invoices to ID" or "Associated Contacts", as you may encounter import issues if these are used, but aren't imported first.
Templates and field requirements
Client details
Field | What to enter | Example | Required | Notes |
ID | Your internal patient ID | C-10234 | Yes |
|
First Name | Patient’s first name | Amelia | Yes |
|
Last Name | Patient’s last name | Nguyen | Yes |
|
Middle Name | Patient's middle name | Sandra | No |
|
Preferred Name | Name they like to be called | Millie | No |
|
Sex | Gender | For female: female, woman, f, 0
For male: male, man, m, 1 | No |
|
Gender identity | The client's gender identity |
| No |
|
Pronouns | How to address the patient | He/him/she/her/they/them | No |
|
Date of Birth | YYYY-MM-DD | 2001-03-09 | No |
|
Primary email | No |
| ||
Mobile Phone | Mobile number | +61412345678, 0412345678, 412345678 | No |
|
Home Phone | Home number | 0812345678 | No |
|
Work Phone | Work number | 0898765432 | No |
|
Fax Phone | Fax number | 0812340000 | No |
|
Address Line 1 | Street address | 12 Smith St | No |
|
Address Line 2 | Unit/apartment | Unit 5 | No |
|
Address Line 3 | Other address info | Building B | No |
|
City | City or suburb | Norwood | No |
|
State | State/region | SA | No |
|
Country | Country | Australia | No |
|
Postal Code | Postcode/ZIP | 5067 | No |
|
Occupation | Job/profession | Doctor | No |
|
Emergency Contact Name | Full name | Marlon | No |
|
Emergency Contact Relationship | Relationship | Dad | No |
|
Emergency Contact Number | Phone number | +61412345678, 0412345678, 412345678 | No |
|
Medicare Number | 10-digit number | NNNN-NNNNN-N (N = number) | No |
|
Medicare IRN | Individual reference number | 1 | No |
|
Medicare IRN Expiry | MM/YYYY | 04/2027 | No |
|
DVA Number | DVA number | ABC123456 | No |
|
DVA Gender | Gender for DVA record | Female | No |
|
NDIS Number | NDIS number | 123456789 | No |
|
Privacy Policy Acceptance | No response / Accepted / Rejected | Accepted | No |
|
Alert | Important alerts | Severe allergy to penicillin | No |
|
Other Details | Extra info | Prefers SMS reminders | No |
|
Other Invoice Details | Extra billing info | Add PO 1234 on invoices | No |
|
Archived | Write “YES” if archived | YES | No |
|
Client tags |
| Tag 1,Tag 2,Tag 3 | No |
|
Send Invoices to ID | Contact ID for the invoices are sent to | CN001 | No |
|
Associated contact IDs | Contact ID for associated third-parties like parents or guardians | 100234 | No |
|
NDIS fund management | If and how the client is managed through NDIS | NDIA-managed, Self-managed, Plan-managed |
|
|
NDIS plan start date | The start date for the patient's NDIS plan | 2025-01-01 |
|
|
NDIS plan end date | The end date for the patient's NDIS plan | 2025-01-01 |
|
|
Contact details
Field | What to enter | Example | Required | Notes |
ID | Your internal contact ID | 1 | Yes |
|
Type | Contact type | Doctor | Yes |
|
Name | Full name | Dr Jeff Thompson | Yes |
|
Company Name | Organisation/clinic | splose Health | No |
|
Title | Honorific | Dr | No |
|
First Name | Given name | Jeff | No |
|
Last Name | Family name | Thompson | No |
|
Doctor Type | Specialty | General practitioner | No |
|
Occupation | Job title | General practitioner | No |
|
Provider Number | Professional number | 1234567A | No |
|
Primary email | No |
| ||
Mobile Phone | Mobile number | 61412345678, 0412345678, 412345678 | No |
|
Home Phone | Home number | 12345678 | No |
|
Work Phone | Work number | 98765432 | No |
|
Fax Phone | Fax number | 12340000 | No |
|
Address Line 1 | Street address | 1 Cumberland Rd | No |
|
Address Line 2 | Unit/apartment | Unit 0 | No |
|
Address Line 3 | Other address info | Building B | No |
|
City | Suburb/city | Unley Park | No |
|
State | State/region | SA | No |
|
Country | Country | Australia | No |
|
Postal Code | Postcode/ZIP | 5061 | No |
|
Notes | Extra details | Prefers morning calls | No |
|
Archived | Write “YES” if archived | YES | No |
|
Appointment details
Field | What to enter | Example | Required | Notes |
ID | Your appointment ID | 1 | Yes |
|
Service | Service name | Service 1 | Yes |
|
Location | Where the appointment happens | Location 1 | Yes |
|
Start Time | YYYY-MM-DD HH:MM:SS | 2023-12-01 10:00:00 | Yes |
|
End Time | YYYY-MM-DD HH:MM:SS | 2023-12-01 10:00:00 | Yes |
|
Practitioner | Practitioner’s name | Practitioner 1 | Yes |
|
Client ID | Patient ID | 1
For group appointments, enter a list of source patient IDs, e.g. "ND001, ND002". | Yes |
|
Appointment Notes | Extra details | First visit | No |
|
Maximum number of clients | Headcount | 1
For group appointments, this number should match the number of client IDs entered. | No |
|
Practical examples for allied health
Physiotherapy practice: Import all clients and future appointments yourself, then book a session with splose to migrate progress notes.
Occupational therapy team: Import key contacts such as GPs, support coordinators and case managers to streamline referrals.
After the import
After the import is complete, ensure that you are happy with the imported data
Hold off on making changes until you’re happy with your imported data. If you decide to delete and re-import, any edits made after the import will be lost.You’ll have up to 5 business days to remove an import if you need to start again.
Assign services to locations and users
Make sure all services are linked correctly before reviewing the calendar.
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.
Troubleshooting
Error: Column not recognised → Make sure you haven’t renamed or added extra columns.
Dates not importing correctly → Check that your date format matches
YYYY-MM-DD HH:MM:SS.Data rejected on upload → Confirm that all required fields (like Client ID for appointments) are filled in.
Appointment errors → Ensure practitioner names and services match existing records in splose. Mistakes during mapping? You can delete your import within 5 business days, but this deletes any changes made to imported data.
Can't see imported appointments → Ensure that services have been ticked for location and practitioner.
If you run into issues, re-download a fresh template and carefully copy your data across.