Moving from Timely 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 Timely
A breakdown of the data we can transfer into your splose workspace.
How to export your data from Timely
Step-by-step instructions for exporting your files, plus an overview of the export format and required files.
How to import your data from Timely to splose
A brief overview of our import tool.
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.
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
Downloaded your full Timely data export
Have read the standard imports guide (insert link to standard import guide here)
💡 Having these steps completed before you complete the standard import 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 Timely 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 Timely 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’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.
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 Timely 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 Timely 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 splose, travel is built into the service itself, while it may not be baked in on Timely.
During data mapping, you have two options:
Create a temporary service in splose called “Travel” and map all travel appointments to it during the import.
Ignore travel entries during mapping, and manually add travel to your services within splose going forward. This is useful for setting up accurate billing workflows for future appointments.
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:
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 timely to splose
The following can be transferred from timely to splose:
Clients
Clients
You can import all client profiles and details.
If there are any fields that don’t match splose exactly, don’t worry- you can store them in the Other Details section of the client profile, just make sure you add it to that section of the CSV before you import.
Contacts
Contacts
You can 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.
Appointments
Appointments
You can bring in both past and future appointments from Timely. Please note that Appointment Status is not included, please make sure your cancelled appointments are not included in the appointments CSV if you do not want these imported.
Files & Notes
Files & Notes
You can drag and drop files directly into a client’s Files tab, or book a session with our data import team. Files and notes imported by the team must follow required formats, so please schedule ahead. This gives you time to import and review your other data first, as file and note imports are final and cannot be redone.
Summary:
Clients, Contacts & Appointments will need to be imported to splose using the standard import tool, while Files & Notes can be imported either manually (drag & drop) or by booking with our data import team
Export your data from timely
Select Reports from the top navigation menu.
Make sure that you select the Customer list.
Then select View report. Once the report appears with the correct data, click Download and then click CSV.
Next, select Appointments Schedule and then select Specific date range. Choose the widest possible date range that includes your first appointments all the way to appointments scheduled in the future. Select All staff and then click View report.
If you are happy with the results, click Download and then CSV.
Keep the customers.csv and schedule.csv file ready to securely provide to splose.
📝 We recommend exporting all of your data from timely for record-keeping purposes.
Progress notes & Documents
Go into each client record, then go to Documents and Download each document individually.
Then go into Notes and click Print Notes for each client.
Add the files and documents into separate folders labelled with the client full name ready for uploading to the link we provide.
Import options in splose
There are two ways to bring your data into splose, depending on the type of data you’re importing:
Standard imports
The following data can be imported directly by you using the standard data import templates:
Insert link to standard data import guide
Clients
Contacts
Appointments
These are always self-service and cannot be booked with our team.
Files and notes imports
If you need to bring across files or notes, these must be booked in with the splose data import team. Because these imports require special formatting and can’t be redone once complete, we’ll work with you directly to make sure everything is prepared correctly.
Booking and completing your files and notes import
Once your workspace is ready to go, you’re all set to book in a files and notes import with our team. Other data types should be completed through the standard import method outlined earlier in this guide.
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.
Choose “I want to schedule a files and notes 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.
The time it takes 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 and imports are completed. If there are any special considerations, let us know early to avoid delays.
To keep things running smoothly, please use the data import chat for import-related questions only. For anything else, start a new chat so the right team member can assist you quickly.
2. Export and upload your files
All required files must be exported from your previous system and uploaded to the secure drive provided by the evening before your scheduled import date.
Check before uploading that the files you are uploading are your final exports.
This ensures your import can proceed as scheduled.
3. Stay in touch during your import
To keep things moving smoothly, stay in contact with our data import team until the data import is complete.
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:
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 Timely, 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.
Getting support during your transfer
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 Timely 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.