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:
Appointment templates (Client communications)
Standard forms (your normal forms) and embeddable forms (referral form on your website)
Progress note templates (Client notes)
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* |
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* |
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
Log in to Cliniko. Click your name/initials in the bottom left → My info
If you haven’t enabled API keys, switch Allow yourself to create and use API keys to Yes → Update user
Enter your password → Manage API keys
Click + Add an API key
Enter a name (e.g. “splose Import”)
Copy your new API key and select Done
Import your Cliniko data into splose
Log in to splose. Go to Settings → Import → + Import → Cliniko
Paste your Cliniko API key. splose will detect your shard (region: au1, au2, au3, ca1, or uk1)
Choose a date to mark appointments as “Do not invoice”
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
Select other data you’d like to import
Review everything carefully. If you’re missing a practitioner or location, close the import, add them in splose, and restart
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:
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.
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:
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.
FAQs
How long does the import take?
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?
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?
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?
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?
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.