Moving from Zanda 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 Zanda
A breakdown of the data we can transfer into your splose workspace.
How to export your data from Zanda
Step-by-step instructions for exporting your files, plus an overview of the export format and required files.
Booking your Zanda 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 Zanda 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 Zanda 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 Zanda 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 and also the NDIS Bulk Upload report.
Create an appointment-type placeholder for your imported NF2F services. This will let you map several NF2F Zanda services to one placeholder service which you can archive after the import, and archive + replace with a support activity on the calendar after import.
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 Zanda to splose
It's important to remember that splose and Zanda are two different softwares, so there's no one-size fits all when it comes to data. Once you’ve exported your data from Zanda, here’s what we can bring into your splose workspace:
Clients
Clients
We’ll import all client profiles and details.
If there are any fields that don’t match splose exactly, don’t worry- we’ll store them in the Other Details section of the client profile. These typically include:
Client Type
Schedule Reminders
Status
Client Notes
New Appointment Status
Company Name
Created
Classifications
Contacts
Contacts
We’ll import all contacts- including third parties and referrers.
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 Zanda. Please note that Appointment Status is not included, please make sure your cancelled appointments are not included in the exported appointments CSV if you do not want these imported.
Progress notes
Progress notes
Structured notes will be imported as Progress Notes, and all attached files and submitted forms will be included separately into the client's files. Progress notes are imported with standard text formatting.
Files
Files
Imported into the client's files tab on splose.
Forms
Forms
Forms aren't part of the standard import, so be sure to ask us to help you bring these across. Similar to progress notes, it will be imported with standard text formatting.
Zanda doesn’t export progress notes or forms 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 Zanda 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 Zanda
Getting your data out of Zanda is simple. Follow these steps to prepare everything for import into splose:
Step 1: Sign in
Log in to Zanda using your administrator credentials (you need this to have access to the Data Export page)
Step 2: Open the export section
Go to the Settings or Tools section, then select Data Export.
Step 3: Choose what to export
Select the data you’d like to export. For the most complete transfer, we recommend selecting all available categories.
If you'd like to import your progress notes or existing client forms as PDFs, you'll need to export them one client at a time.
To do this:
Go to the client’s page in Zanda
Click Notes under the 'Records' section
Select Print All
Save the file as a PDF in a folder labelled for that client
This will bundle all of the client’s notes into a single PDF, ready for upload to splose.
Step 5: Apply date filters (if not exporting all files)
This helps narrow down your export to just what you need.
Step 6: Export and review
Click Export and wait for your files to be generated.
Once ready:
Download the ZIP file from the Data Export page.
Review the contents to make sure everything you need is included.
Zanda data export overview
To ensure everything imports correctly into splose, it’s important that the right files are included in your Zanda export. We recommend doing a full export so you can provide the other CSVs if needed.
Expected export file formats
Expected export file formats
Full export file:
data-export-YYYY-MM-DD-UID-YYYYMMDDTHHMMSSZ-XXX.zip
✅ Usually includes up to 21 CSV files, plus a “Files” folder if available.
Custom export file:
data-export-YYYY-MM-DD-UID.zip
⚠️ May only contain selected files.
If any required CSV files are missing, we won’t be able to complete the import.
Required CSV files from your export & their purpose
Required CSV files from your export & their purpose
CSV File Name | Purpose |
Clients.csv | ✅ Required for importing clients |
Client Appointments.csv | ✅ Required for appointments import |
Invoices.csv | ✅ Required for appointments import |
Referrers.csv | ✅ Required for contacts import |
Client Contacts.csv | ✅ Required for contacts import |
Third Parties.csv | ✅ Required for contacts import |
Client Insurance.csv | ✅Contains NDIS client details |
Client Notes.csv | ✅ Required for progress notes import |
Client Forms.csv | ✅ Required for forms import |
Important columns in your Zanda export
Important columns in your Zanda export
File name | Purpose | Key columns included |
Client Appointments.csv | Required for importing appointments | Start, End, Full Name, Diary, Appointment ID, Client Number, Location, Notes, Invoice ID |
Clients.csv | Required for importing client profiles | Client Number, Full Name, Email, Date of Birth, Mobile Number, Address, Sex, Created |
Invoices.csv | Required for linking appointments and payments | Invoice ID, Client Number, Full Name, Date, Due Date, Total, Paid, Summary |
Referrers.csv | Required for importing contacts | Full Name, Provider Number, Company Name, Email, Phone, Address |
✨ 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 CSV files that aren’t listed as required, be sure to let us know- it helps us make sure everything ends up in the right place for you.
Always check that all 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 Zanda 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 Zanda, 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 Zanda?
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 Zanda 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
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.
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, Zanda 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.
Why were my NDIS numbers not imported?
Why were my NDIS numbers not imported?
This may be because the Client Insurance.csv file wasn’t included or couldn’t be read during the import. It’s also possible the information in Zanda was entered into fields we don’t typically map. If you’ve used any fields in a unique way, just let us know- it helps us make sure everything lands where it should.
My client notes are in .CSV, can these still be imported?
My client notes are in .CSV, can these still be imported?
Since Zanda exports client notes in a structured CSV format, we can import them as progress notes. These will appear under the Progress Notes tab in each client’s profile in splose.