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Import data from Halaxy

Step-by-step guide to prepare, export, and import your data from Halaxy to splose- no stress, no surprises.

Updated over 3 weeks ago

Moving from Halaxy 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.
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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.
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  • What we can import from Halaxy
    A breakdown of the data we can transfer into your splose workspace.
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  • How to export your data from Halaxy
    Step-by-step instructions for exporting your files, plus an overview of the export format and required files.
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  • Booking your Halaxy import with the splose team
    How to schedule your import and what we’ll need from you.
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  • What to expect after your import is complete
    Next steps once your data has been successfully transferred.
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  • 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 need certain files for specific imports to be successful.

Pre-import checklist

Before your import, please make sure you have:

  • Created all locations in splose

  • Invited all practitioners and users and ensured they’ve accepted their invite

  • Created all services in splose

  • Requested and downloaded your full Halaxy data export (or have a plan ready to get it downloaded before import date)

  • Checked that all required CSV files are included in your export

  • Contacted splose support to schedule your import in advance

  • Prepared any optional exports (e.g. client notes or forms as PDFs) if you’d like them migrated too

💡 Having these steps completed before your scheduled import date helps ensure a smooth migration and prevents delays. No stress if you haven't done these yet, we'll go through it in this guide.

Before your import from Halaxy 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 Halaxy to splose.
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Locations

Make sure all current and archived locations are set up in splose—this is required if you’re importing appointments.
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If you’d prefer not to create archived locations for historic appointments, that’s fine—we can match those appointments to an existing location.

Users

Invite all practitioners (including archived ones) to splose. You can also invite other users like your admin users, accountant, or bookkeeper.

  • Archived practitioners: you’ll need these added as users if you want their historic appointments or notes imported.
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    • You can skip adding archived practitioners if you’re not importing their past records.

  • Invited users: Make sure invited users have accepted their invite before the import.

    • If they still show as Invitation Sent, don’t cancel the invite after the import—it can break links to their data.

    • If you have email issues, contact support and we can update their email for you.

Services

Set up services (including archived ones) in splose.

  • Face-to-face services → create as appointments

  • Non-face-to-face services → create as support activities

If you’d like your Halaxy non-face-to-face services imported, you can:

  • Create support activities as appointment-type services (this will skew reporting for Practitioner Performance as well as the NDIS Bulk Upload⚠️), or

  • Create a temporary placeholder service just for import:

    • This will let you map several NF2F Halaxy services to one placeholder service which you can archive after the import, and archive + replace with a support activity on the calendar after import.

Travel

In Halaxy, travel is scheduled as a separate appointment type, but in splose, travel is built into the service itself.

During data mapping, you have two options:

Either method works — it depends on how you want your travel records managed post-import.

Services are required for importing appointments. You can skip setting up archived services if you’re happy to map them to something similar during the import.

Recommended things to set up, but not required for the import:

What data can be transferred from Halaxy to splose

It’s important to remember that splose and Halaxy are different platforms, so not everything transfers in the same way. Once you’ve exported your data, here’s what we can import:

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:

  • Notes (on the client details)

  • Review Date

  • Review Notes

  • Alert 1

  • Alert 2

  • Alert 2 Colour

  • Alert 3

  • Alert 3 Colour

  • Referral Comments

  • Referral Date
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Contacts


We’ll import all contacts- including organisations and specialists.

These won’t be linked to clients automatically during import, so you can connect them manually as needed once they’re in your workspace.
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Appointments


We’ll bring in both past and future appointments from Halaxy. 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.
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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.
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Files


Imported into the client's files tab on splose.
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Forms


If included in the Files export, these are included in the client's files tab on splose.
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Export your data from Halaxy

Exporting your Halaxy data is straightforward:

  1. Request export access
    Email community@halaxy.com from your registered Halaxy email asking them to enable the full data export feature.
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    Template:

    Dear Halaxy team, Could you enable full data export for my account as soon as possible and let me know once this has been completed?

    Regards, 
    [Your name]


    ​Once you've been granted export access, you can then access the export page.
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  2. Run your export
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    Once enabled:

    • Go to Settings → General → Data Export

    • Click Export your data now

    • Select all categories available for the most complete transfer

    • Apply date ranges if needed

    • Save and download your ZIP file
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  3. Prepare your files
    A ZIP folder will download. Don’t open or edit it—just keep it ready for upload to splose.

If you have more than 3 years of data, run this export in 3 year batches to ensure nothing is left behind.

Halaxy data export overview

To ensure everything imports correctly into splose, it’s important that the right files are included in your Halaxy export. We recommend doing a full export so you can provide the other CSVs if needed.

Expected export file formats

Full export file name:
​halaxy_exported_data.zip
​✅ Usually includes up to 22 CSV files, a 'Files' folder and a 'Notes' folder

  • Files folder: Contains documents named as firstname-lastname-clientid

  • Notes folder: HTML files named like practitionerfirstname-practitionerlastname+firstname-lastname-clientid.html
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    e.g., jane-smith_john-doe_1234.html

If any required CSV files are missing, we won’t be able to complete the import.

CSV files from your export & their purpose

CSV File Name

Purpose

patient.csv

✅ Required for importing clients

patientaddress.csv

✅ Required for clients import

patientphone.csv

✅ Required for clients import

claim.csv

✅ Required for clients import

appointment.csv

✅ Required for appointments import

appointmentrelationship.csv

✅ Required for appointments import

invoiceline.csv

✅ Required for appointments import

practitioner.csv

✅ Required for appointments import

invoice.csv

Contains invoice summaries

invoicepayment.csv

Payment records

expense.csv

Expense entries

organisation.csv

✅ Required for contacts import

organisationaddress.csv

✅ Required for contacts import

organisationphone.csv

✅ Required for contacts import

specialist.csv

✅ Required for contacts import

specialistclinic.csv

✅ Required for contacts import

specialistclinicaddress.csv

✅ Required for contacts import

specialistclinicphone.csv

✅ Required for contacts import

linkspecialistclinic.csv

✅ Required for contacts import

referral.csv

Referral information

patientcontact.csv

✅ Required for contacts import

organisationcontact.csv

Additional organisation contacts

Important columns in your Halaxy export

File name

Purpose

Key columns included

Appointment.csv

Required for importing appointments

ID, Start, Stop, Title, Created, Location

Appointmentrelationship.csv

Required for importing appointments

ID, Patient, Practitioner, Appointment, Status, Note

Patient.csv

Required for importing clients

ID, Title, Forename, Surname, Dob, Gender, Email, Status, Notes

Invoiceline.csv

Required for linking appointments

Invoice, Fee, Patient, Itemnumber, Appointment-relationship

Practitioner.csv

Required for importing appointments

ID, Name, Dob, Gender, Email, Profession

Organisation.csv

Required for importing contacts

ID, Name, Registration, Email, Website

✨ 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:

  • Imports are scheduled in advance—providing ample notice helps us secure your preferred timing.
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  • 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.
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  • 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.
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  • 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 Halaxy and uploaded to the secure drive provided by the evening before your scheduled import date.
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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
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Next steps after your import is complete

Once your data has been imported into splose, here’s what to do next to finalise your setup:

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 Halaxy, you can recreate them in splose by adding each debtor’s outstanding balance as a new invoice. To do this:

  1. Create a new invoice for each debtor

  2. Add a Custom line item with the total owing

  3. Set the original issue date and due date

  4. Use email templates and invoice reminders to follow up

You can continue managing these in splose using the Aged Debtors report.
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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.

Learn more about Xero here→

Getting support during your transfer

Switching from another practice management system can feel like a lot- but you’re not on your own.
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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 Halaxy 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.
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Just reach out- we’ve got you.

FAQs

Why haven’t my referrers or third parties appeared under Contacts?


Our import process includes them as contacts. If they’re missing, it usually means a required file wasn’t included in the export. Contact your import team member for help.
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Why aren’t my clients linked to their contacts?


Halaxy doesn’t export links between clients and contacts in a way that splose can read. You can manually link them after import, or speak to our team about professional services if this is essential for your workflow.
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Why weren’t some client details imported?


If fields don’t map directly to splose, we’ll store them in the Other Details section of the client profile. If something looks missing, check there first.
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Why are some cancelled appointments showing in splose?


Appointment status isn’t exported from Halaxy. If cancelled appointments were included in the CSV, they’ll import as regular appointments. To avoid this, remove them before exporting.
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Why don’t my progress notes look the same?


Halaxy exports notes as plain text, so images, tables and links can’t be imported. You can export client notes as PDFs (via “Print All”) if you’d like to keep full records.
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Why were my NDIS details not imported?


This usually means the Client Insurance.csv file wasn’t included in the export, or the information was stored in a field we don’t map by default. Let your import agent know if you’ve used custom fields.
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