Welcome to Splose! Here is a guide to help you with the data mapping process for your import with Splose.
This guide will cover:
How to prepare your workspace for the data mapping process
Where to find the data mapping page
How to map practitioner, service and location details for your appointments
How to finalise your import to Splose
How to prepare for data mapping
First, ensure you have set up locations, practitioners and services in Splose.
Set up all locations (including archived ones) in Splose.
Practitioners & Members
Invite all practitioners (including archived ones) to Splose. You can also invite admin members and your accountant.
Set up services (including archived ones) to Splose. Set up face-to-face services as appointments and non-face-to-face services as support activities.
Where to complete the data mapping
To complete the data mapping navigate to Settings > Import, and select the Edit import option found in the Actions next to your import with the Review status.
Each practitioner needs to be matched with a practitioner that exists in Splose. To do so simply select the appropriate practitioner from the dropdown menu next to the name of the practitioner from your previous system.
What to do if a practitioner no longer exists in your workspace
If a practitioner no longer works in your bussiness you can choose to ignore them, but this will mean none of their appointments will be imported into Splose. If you want their appointments to be imported into Splose you can choose to add them as users for the purposes of the import. To do so you can invite them as users to the workspace, and you can leave their status as 'active (invitation sent)'.
After the import is complete you can send us a list of practitioners that need to be deactivated and we can change their status to inactive for you, and apply a credit to your workspace for any subscription costs that occurred due to adding these practitioners temporarily.
Note: You don't need to use the practitioner's usual email and can send the invitation to any email for the purpose of creating the user in Splose.
Each service needs to be matched with a service that exists in Splose. To do so simply select the appropriate service from the dropdown menu next to the name of the service from your previous system. You may also find that many of the services listed from your previous system may match just one in Splose, in which case you can map multiple services to the same one in Splose.
What to do if there is a service of an unknown type or that is out-of-date
If a service listed doesn't seem to match any services in Splose either due to having an unknown name or being an out-of-date service type, you can ignore it, but this will mean no appointments of this type will be imported. Instead, you could create a service specifically for that service type or a generic type for all unknown or out-of-date services for the purpose of the import. After the import is complete you can also archive these services.
Each location needs to be matched with a location that exists in Splose. To do so select the appropriate location from the dropdown menu next to the name of the location from your previous system. Like services, you can map multiple locations from your previous system to just one location in Splose, and we recommend you map all home visit/travel locations to just one or a few appropriate locations in Splose.
What to do when a location doesn't exist in Splose
If a location listed doesn't seem to match any location in Splose you can choose to ignore it, but this will mean no appointments at this location will be imported. Instead, you could create a location in Splose so it matches or map it to the closest matching location that already exists.
Finalising data mapping
Once the mapping is completed you can either select save review to come back to the review page later or select submit, in order to begin the import of your clients, appointments and contacts. Both options are found at the top of the page.
Before you submit the import make sure that the appropriate timezone is also selected. You can find this at the bottom of the page.
After this is completed and you are happy with the results our data import team can move on to uploading any files and notes you have.