Data mapping is the step where you match the practitioners, services and locations from your previous system to the equivalent records in splose. Getting this right ensures your clients, appointments and contacts import cleanly and end up linked to the correct people, services and places. You'll complete the mapping yourself, then your import specialist takes over to process and validate everything.
This guide covers:
How to prepare your workspace for data mapping
Where to find the data mapping page
How to map practitioner, service and location details
How to finalise your import to splose
Before you begin
Make sure you've set up the following in splose:
Locations
Set up all locations from your previous system- including archived ones.
Practitioners & members
Invite all practitioners, even if they're no longer with your business. You can also invite admin members and your accountant.
You don't need to use their real email- just send the invite to any email address so the user can be created for the import.
Services
Add all services to splose, including archived ones.
Face-to-face services → set up as appointments
Non-face-to-face services → set up as support activities
Where to complete data mapping
Go to Settings → Import, then click Edit import next to the import marked Review. This will take you to the mapping page.
Mapping practitioners
Match each practitioner from your previous system with a practitioner in splose using the dropdown menu.
What if a practitioner is no longer at your business?
You can ignore them- but their appointments and other data that may be linked to them (depending on the software you're coming from) won't be imported. If you want to include these:
Leave their status as active (invitation sent)
After the import, send us a list of these users. We'll deactivate them and apply a credit to your workspace for any temporary subscription costs.
Mapping services
Match each service from your previous system with one in splose using the dropdown menu.
You can map multiple services to a single service in splose if they serve the same purpose.
What if a service is outdated or unclear?
You can:
Ignore it (appointments using this service won't be imported), or
Create a temporary service in splose for the import, then archive it later
Map locations
Each location from your previous system should be mapped to one in splose.
You can map multiple locations (like travel or home visit locations) to a single location in splose- this helps keep things tidy.
What if a location doesn't exist yet?
You can add it to splose before mapping, or
Map it to the closest matching location
If you ignore a location, appointments tied to it won't come across.
Finalise your mapping
Once you're finished:
Click Save review to return later, or
Click Submit to start importing clients, appointments and contacts
Before submitting, scroll down and confirm that the correct timezone is selected. You can find this at the bottom of the page.
What happens after data mapping
Once your data mapping is done and you're happy with how it looks, we'll move on to uploading your files and notes. To keep things running smoothly, stay in touch with your import specialist so we can handle any questions or issues straight away.
Let us know when your files are uploaded
After you've uploaded your data to the secure folder we shared, give us a heads-up. We'll only start the next step once we've got your go-ahead.
Watch for confirmation requests
In some cases, we might need your approval to import certain data- like files or notes. Keep an eye on your inbox so we can move forward without delay.
Processing and timeframes
Once mapping is signed off, we'll take care of processing and validating your data. Notes and files take a little extra time, so allow at least 3 business days after mapping is complete.
We're nearly there- thanks for your patience and for keeping the handover easy.
Frequently Asked Questions
My import failed with a "send invoices to" contact mapping error. How do I fix it?
My import failed with a "send invoices to" contact mapping error. How do I fix it?
This happens when a client's "send invoices to" points to a third-party contact that doesn't exist in splose yet. Import your contacts first, then export your contact list to get the ID splose assigned to each one. Add those IDs to the "send invoices to" column of your client import file, then run the client import. To start over, you can delete an import under Settings > Data > Import using Actions > Delete.