Migrating from Bp Allied to splose involves four main stages: setting up your splose workspace, requesting your data export from Bp Allied, preparing your data using the splose standard templates, and importing it into your workspace.

You can import clients, contacts, and appointments yourself, however progress notes and clinical documentation will need to be scheduled with our team.

📋 This guide is comprehensive, so we recommend setting aside some time and having your notes handy.

What data can be transferred from Bp Allied to splose

You can import data from your Bp Allied account yourself using splose’s standard templates, however an import of some data will need to be scheduled with our team.

Data you can import yourself

The following data types are self-service. You’ll prepare these using splose’s standard templates and import them directly into splose:

Clients - Client profiles including name, date of birth, contact details, and address.
Contacts / Third parties - Referrers, GPs, support coordinators, and other third-party contacts.
Appointments - Past and future appointments.
Files - You can import files yourself by dragging and dropping them into the client’s Files tab in splose.

Data requiring scheduling with the splose team

The following data types need to be scheduled with us and cannot be self-imported:

Progress notes and clinical records

Not sure what you need? No problem - reach out to the splose team and we’ll help you figure out the right approach for your data.

Before you begin

Set up your splose workspace

First, set up services, locations and add your practitioners in splose so that our team can map your data from Bp Allied to splose.

Services

Set up services (including archived ones) in splose. Create non-face-to-face services as support activities and face-to-face services as appointments.

Important: Services are required to import appointments. You can skip creating archived services if you’re happy to match them to another service during the import.

Locations

Make sure all current and archived locations are set up in splose - this is also required to import appointments.

If you prefer not to create archived locations for historic appointments, you can match appointments to existing locations instead.

Users

Invite all practitioners and any other users to splose.

You will also need to add your archived practitioners as users in 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 or their notes.

Important: Ensure all practitioners have accepted the splose invite before the data import commences.

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. Contact support if you have any issues with their email.

Recommended (but not required for the import)

Appointment templates (client communications)
Standard forms and embeddable forms
Progress note templates
Invoice templates
Integrations
Tags

How to

Export your data from Bp Allied

You’ll need to contact the Bp Allied team directly to request an export of your data.

Be sure to request your data be exported as CSV files for a simpler migration process.

What Bp Allied will provide:

Bp Allied will supply your data in the following formats:

Database: CSV of account data (.zip) - this contains your client records, clinical notes, appointments, and other structured data.
Documents: Your attached client files (.zip).

How to request your export:

1. Contact the Bp Allied team

Reach out to Bp Allied to request your data export:

Email: alliedsupport@bestpracticesoftware.com
Phone (AU): 1300 40 1111 (Option 3, then Option 1)
Phone (NZ): 0800 40 1111 (Option 3, then Option 1)

Allow a minimum of 5 business days for Bp Allied to organise your data export. We recommend requesting this as early as possible.

2. Receive and review your export files

There is no cost for Bp Allied to provide a copy of your database and documents. Once ready, Bp Allied will email you with download links for both files.

⚠️ Always check that both files (the database backup and the documents folder) are present and have downloaded successfully before moving on to the next step.

Download splose standard data import templates

splose provides you with 3 standard data import templates to prepare your data for migration. Download them here:

Clients template - for client demographics
Contacts template - for referrers and third-party contacts
Appointments template - for past and future appointments

Prepare your data for import

You’ll then need to copy data from a number of the CSVs exported from Bp Allied and enter it into the required areas of the standard data import templates before importing.

The template fields and requirements for each of the three templates are explained below:

Client details template:

Field	What to enter	Example	Required	Notes
ID	Your internal patient ID	C-10234	Yes	Must be unique. If this ID appears elsewhere in the ID column in the CSV file, only the row with the first instance will be imported. Letters and numbers can be used
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	Use exact format
Email	Primary email	amelia.nguyen@example.com	No	One email per cell
Mobile Phone	Mobile number	+61412345678, 0412345678, 412345678	No	Use international format. This is used for SMS/reminders.
Home Phone	Home number	0812345678	No	Cannot be used to send SMS/reminders. Letters, numbers, and symbols can be used.
Work Phone	Work number	0898765432	No	Cannot be used to send SMS/reminders. Letters, numbers, and symbols can be used.
Fax Phone	Fax number	0812340000	No	Cannot be used to send SMS/reminders. Letters, numbers, and symbols can be used.
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	Use standard abbreviations
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	Digits only
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	Must match exactly
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	Leave blank for active
Client tags		Tag 1,Tag 2,Tag 3	No	Please make sure that the tags have been made in the workspace. Split multiple tags using commas.
Send Invoices to ID	Contact ID for the invoices are sent to	CN001	No	Invoices will be sent to the linked contact.
Associated contact IDs	Contact ID for associated third-parties like parents or guardians	100234	No	This links contacts to clients they're associated with Must be unique Can include both numbers and letters Must match the Contact ID from your Contacts CSV exactly Contacts need to be imported before clients if you're including this column Can include a list of IDs if a single client is linked to multiple contacts
NDIS fund management	If and how the client is managed through NDIS	NDIA-managed, Self-managed, Plan-managed		Case and hyphenation sensitive.
NDIS plan start date	The start date for the patient's NDIS plan	2025-01-01		Must be in YYYY-MM-DD format
NDIS plan end date	The end date for the patient's NDIS plan	2025-01-01		Must be in YYYY-MM-DD format

Contact details template:

Field	What to enter	Example	Required	Notes
ID	Your internal contact ID	1	Yes	Must be unique. If this ID appears elsewhere in the ID column in the CSV file, only the row with the first instance will be imported.
Type	Contact type	Doctor	Yes
Name	Full name	Dr Jeff Thompson	Yes	Use this if not splitting into First/Last
Company Name	Organisation/clinic	splose Health	No
Title	Honorific	Dr	No	e.g. Dr, Mr, Ms
First Name	Given name	Jeff	No	Use with Last Name
Last Name	Family name	Thompson	No
Doctor Type	Specialty	General practitioner	No
Occupation	Job title	General practitioner	No
Provider Number	Professional number	1234567A	No	Letters and numbers can be used
Email	Primary email	jeff.thompson@example.com	No	One email per cell.
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	Use standard abbreviations
Country	Country	Australia	No
Postal Code	Postcode/ZIP	5061	No
Notes	Extra details	Prefers morning calls	No	Keep brief
Archived	Write “YES” if archived	YES	No	Leave blank for active

Appointment details template:

Field	What to enter	Example	Required	Notes
ID	Your appointment ID	1	Yes	Must be unique. If this ID appears elsewhere in the ID column in the CSV file, only the row with the first instance will be imported.
Service	Service name	Service 1	Yes	Must match a valid service
Location	Where the appointment happens	Location 1	Yes	Must match a valid location
Start Time	YYYY-MM-DD HH:MM:SS	2023-12-01 10:00:00	Yes	Use 24-hour time. ISO time format is also supported.
End Time	YYYY-MM-DD HH:MM:SS	2023-12-01 10:00:00	Yes	Must be after start time. ISO time format is also supported.
Practitioner	Practitioner’s name	Practitioner 1	Yes	Must match valid practitioner
Client ID	Patient ID	1 For group appointments, enter a list of source patient IDs, e.g. "ND001, ND002".	Yes	Must match an existing patient ID Group appointments can be created via import. Enter each client ID
Appointment Notes	Extra details	First visit	No	Keep brief
Maximum number of clients	Headcount	1 For group appointments, this number should match the number of client IDs entered.	No	Leave as 1 for single-client, or X number depending on the number of clients included in a group appointment.

Best practices for preparing your templates

When filling in your templates, be sure to follow these rules to avoid import errors:

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 also be followed to ensure a seamless import:

Enter dates in YYYY-MM-DD HH:MM:SS format (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)

Important: Double-check that your data is clean and consistent before importing.

Import your data into splose

Once your templates are ready, you can import clients, contacts, and appointments yourself directly in splose.

💡 We recommend importing contacts first if you use Send invoices to contact or Associated Contacts, then clients, then appointments.

To import the data into splose:

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.

Book with the splose team to import notes and files

Progress notes and clinical records from your Bp Allied database export cannot be self-imported, these need to be scheduled with our team. Client files (documents and attachments) can also be handled by us if you prefer not to drag-and-drop them yourself.

To 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 team member who’ll guide you through what’s needed.

⚠️ Given the Bp Allied sunset date of 31 July 2026, we recommend reaching out as early as possible. Imports are scheduled in advance and availability is limited closer to the deadline.

Troubleshooting

Appointments not showing up? Make sure services are ticked for both the location and the practitioner.
Column not recognised? Check that you haven’t renamed or added extra columns.
Dates not importing correctly? Confirm your date format matches YYYY-MM-DD HH:MM:SS.
Data rejected on upload? Check all required fields (like Client ID for appointments) are filled in.

🔄 Need to start over? You can delete an import within 5 business days by clicking the Actions button next to the import and selecting Delete import. Note that any edits made to imported records after the import will also be lost.

Need a hand with your Bp Allied migration?

Migrating from Bp Allied involves a few more manual steps than moving from a directly supported system - but you don’t have to figure it out alone.

If you get stuck preparing your templates, have questions about what data to include, or need help with notes and files, our team is here. Just start a chat from within your splose workspace.

⚠️ With the Bp Allied end-of-service date of 31 July 2026 approaching, the sooner you get started, the smoother the process will be.

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.