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Import your data from Cliniko

Move your data from Cliniko to splose using our secure import tool. Learn setup, mapping, debtor management, FAQs, and troubleshooting.

Updated this week

Moving from Cliniko 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.

Our Cliniko import tool is completely self-serve, so you can complete this import at any time most convenient to your practice.

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 Cliniko
    A breakdown of the data we can transfer into your splose workspace.

  • How to import your data from Cliniko
    Step-by-step instructions for using our import tool to import your data into splose.

  • What to expect after your import is complete
    Next steps once your data has been successfully transferred.

  • Debtor management
    Quick tips on how to manage your current debtors.

  • Where to get help during your migration
    How to reach us if you need a hand along the way.


Before your import from Cliniko 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 Cliniko 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/inactive) 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/inactive practitioners as users on splose if you want their historic or future data imported.

You can skip this step and invite just active practitioners if:

  • You're not importing historic or future appointments for archived practitioners

🚨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 in splose (including archived) if you’d like a fresh start.

  • If you’d prefer to keep your existing setup, your Cliniko services will be imported automatically and you can skip this step.

  • Cliniko doesn’t have a support activity service type, so:

    • Create non-face-to-face services in splose as support activities.

    • Create face-to-face services in splose as appointments or skip this step as face-to-face appointments can be imported from Cliniko.

    • You’ll be able to map these correctly during the import.

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


What can and can’t be imported

Here’s a breakdown of what data will automatically transfer from Cliniko into splose, and what you’ll need to manage separately:

Data type

Import status

Appointment types

✅ Imported

Appointments (including status)

✅ Imported*
💡NF2F services will need to be mapped to a support activity if you'd like them to have the 'support activity' service type, which is handy for reporting.

Group appointments (including participants)

✅ Imported

Businesses

✅ Imported

Clients (active and archived)

✅ Imported

Communications

✅ Imported

Contacts

✅ Imported

Patient forms and form templates

✅ Imported

Patient file attachments

✅ Imported

Patient cases

✅ Imported*
💡 Invoices and payments aren’t imported, so case balances may be inaccurate. Update case totals after import for correct tracking.

Practitioner reference numbers

✅ Imported

Practitioner availability

✅ Imported

Treatment note templates

✅ Imported

Treatment notes

✅ Imported

Users

✅ Imported

Custom fields

✅ Imported

Body charts and body chart templates

❌ Not imported

Letters and letter templates

❌ Not imported

Invoices and payments

❌ Not imported

Waitlist

❌ Not imported

Funding tracking

❌ Not imported

💡Data that isn’t imported will need to be managed separately:

  • Invoices and payments – keep managing these in Cliniko or Xero until fully reconciled, or re-create outstanding invoices in splose.

  • Funding – configure funding streams in splose manually by creating a new case to track.

  • Body charts and letters – export these from Cliniko if needed for record keeping.


Get an API key from Cliniko

  1. Log in to Cliniko. Click your name/initials in the bottom left → My info

  2. If you haven’t enabled API keys, switch Allow yourself to create and use API keys to Yes → Update user

  3. Enter your password → Manage API keys

  4. Click + Add an API key

  5. Enter a name (e.g. “splose Import”)

  6. Copy your new API key and select Done


Import your Cliniko data into splose

  1. Log in to splose. Go to Settings → Import → + Import → Cliniko

  2. Paste your Cliniko API key. splose will detect your shard (region: au1, au2, au3, ca1, or uk1)

  3. Choose a date to mark appointments as “Do not invoice”

  4. Map your data:

    • Match Cliniko locations to splose locations

    • Assign Cliniko practitioners to splose practitioners

    • Map Cliniko appointments to services in splose by clicking on the dropdown arrow by the appointment (or create new ones by leaving it as is)

    • You can also choose to ignore a service by typing 'ignore' in the services dropdown search bar

  5. Select other data you’d like to import

  6. Review everything carefully. If you’re missing a practitioner or location, close the import, add them in splose, and restart

  7. When you’re ready, click Submit import request

  • The import will run in the background

  • You can continue working in splose, and we’ll notify you by email when it’s finished

  • You can view the status of the import by viewing it from the imports page


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 Cliniko, 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.


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.


What happens after the import

  • You can view your completed import from Settings → Import.

  • You have 48 hours to delete an import if anything is missing.

  • Once satisfied, continue setting up workflows in splose.


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:


FAQs

How long does the import take?


Most imports finish within 30 minutes, but timing depends on the volume of data.

Can I keep working in splose during the import?


Yes. The import runs in the background, and you’ll get an email once complete.

What if I forget to add a practitioner or location before mapping?


Close the import, add the missing details in splose, then restart the process to ensure accurate mapping.

Can I re-run the import if something goes wrong?


Yes. You can delete an import within 48 hours and start again.

Will invoices and payments come across?


No. You’ll need to manage existing debtors separately (see debtor management above).


Troubleshooting

  • Error with API key: Double-check you copied the full key from Cliniko, with no spaces. You may need to create a new one if you didn't save a copy as Cliniko only allows you to copy the key once generated.

  • Shard not detected: Confirm the shard (au1, au2, au3, ca1, uk1) and enter it manually.

  • Appointments missing practitioners: Make sure every practitioner (including archived ones) has been added to splose before running the import.

  • Import incomplete: Delete the import within 48 hours and re-run after fixing setup issues.


Getting support

The Cliniko import tool is designed to be fully self-serve. However, if you’d like guidance before starting—or if you run into issues afterwards—our support team is here to help. Reach out through the in-app chat, and we’ll make sure your transition runs smoothly.

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