Transferring your client data into Pogozo is quick and easy with our data transfer tables. It is important to remember that each system is slightly different so there may be some variations in what you can export from your current system and what you can import into Pogozo.
We recommend you pay close attention to our TIPS as some systems have some funny quirks that need to be taken into consideration. By taking the time to get this right, it will set you up for success when uploading other data such as appointments and treatment notes.
First, start by downloading your Clients data from your current practice management system.
TIP Some programs such as excel will condense larger numbers to numbers with scientific notation. For example many team member ID numbers are over 15 digits long and excel will change the number from 12345678910111213 to 1.23 e+16. You will require the whole number to be imported into Pogozo, so just make sure when saving or editing the export that the right numbers have been saved.
Next download the Clients data transfer template from Pogozo.
On the main menu go to Settings. Click on the sub-menu Data and then click Upload data.
Select the data you want to import and then download the template csv.
Your Clients data transfer template should look something like this.
TIP The columns with headings highlighted in yellow are mandatory, in that they must be filled in. All other columns are optional. You can choose to fill in as much or as little of each of the optional columns as you want.
The easiest way to move your data into the Pogozo transfer tables is to copy and paste one column at a time. Make sure you are copying the right information into the right column. For example the client's first name into the first name column, the email address into the email address column.
Ready? Lets get started!
USER ID
This is a mandatory column that needs to be completed. It is usually a number between 5 and 20 characters and must be unique for each client.
This number is very important as it will link this client with appointments and treatment notes in Pogozo.
SALUTATION
This is an optional column. If left blank no salutation will be added to the client’s profile.
There are a number of different options including Mr, Mx, Ms, Prof, Dr, Mrs and Miss. To allocate a salutation to the client click on the drop down menu arrow to the right of the cell and select the correct salutation. Alternatively you can type in the salutation, just make sure you get the spelling correct!
TIP Pogozo only accepts the salutations – Mr, Mx, Ms, Prof, Dr, Mrs and Miss. Other systems may have other salutations such as master. These will not be accepted by Pogozo and will need to be deleted or changed before the transfer of data can be successful.
FIRST NAME
This is a mandatory column that needs to be completed.
LAST NAME
This is a mandatory column that needs to be completed.
PREFERRED NAME
This column is optional. If left blank, no preferred name will be entered into Pogozo.
DATE OF BIRTH
This is a mandatory column.... kind of. It is a requirement of Pogozo that all clients have a date of birth. If you do not enter a date of birth, Pogozo will automatically assign the client the date of birth 2000-02-02.
You will need to enter the format as follows:
YYYY-MM-DD
Example: 2021-05-26
TIP You can generally change the format of an entire column so that all dates entered take the above format.
This is a mandatory column.... kind of. It is a requirement of Pogozo that all clients have an email address. If you do not enter an email address, Pogozo will automatically assign the client the email address firstnamelastname@noemail.com. For example janesmith@noemail.com.
Emails must be unique to each user. You cannot use the same email for two different clients.
TIP Some programs copy the email addresses in a white font. If you have pasted the email addresses across by cannot see them, highlight the email column, change the font to black or blue and see if they show up.
IS ACTIVE
This is kind of mandatory. If you do not chose to mark a Team member as active, ie TRUE, it will default to making them inactive with the result that they cannot be allocated any future appointments.
TIP Some providers, such as Cliniko, do not have the client's active status noted in the data upload sheet. If you want to mark the client as active, you will have to do so in the Pogozo data template.
PHONE NUMBER
This is an optional column. If left blank, the client will not be allocated a phone number.
GENDER
This is an optional column. If left blank, the client will not be allocated a gender.
There are a number of different options including Male, Female, AMAB (assigned male at birth) and AFAB (assigned female at birth). To allocate a gender to the client click on the drop down menu arrow to the right of the cell and select the correct gender. Alternatively you can type in the gender identity, just make sure you get the spelling correct!
GENDER IDENTITY
This is an optional column. If left blank, the client will not be allocated a gender identity.
There are a number of different options including man, woman, agender, transgender, androgyne, gender_ fluid and nonbinary. To allocate a gender to the client click on the drop down menu arrow to the right of the cell and select the correct gender. Alternatively you can type in the gender identity, just make sure you get the spelling correct!
LOCATION
This is an optional column. If left blank, the client will not be allocated a home address.
DEPENDENT
This is an optional column. If left blank, the client will default to not being a dependant.
If a client is a dependent of another client in the system eg: a child or an elderly parent, and you would like that client to be managed by their guardian through their own profile then this will be TRUE.
To allocate an dependant status to the client click on the drop down menu arrow and select the correct dependant status. Alternatively you can type in the role, just make sure you get the spelling correct!
You will need to allocate a guardian (using their email) for that dependant in the next column
PARENTS EMAIL
This column is mandatory only if the client is a dependant as per the previous column.
Enter the email address of the guardian for this client. The guardian must be a client with an active account.
CREATED AT
This is an optional column.
You can enter the date your client first registered with your business to track anniversaries.
You will need to enter the format as follows:
YYYY-MM-DD HH:MM:SS TIMEZONE
Example: 2021-05-26 10:45:16 +1000
Uploading into Pogozo
When uploading your data into Pogozo, there is a limit of 500 rows of data at a time. The top row should be the column headings, and rows 2-500 can be filled with your transfer data. If you have a spreadsheet with more than 500 rows you will need to split your spreadsheet into multiple smaller sheets.
You can do this by copying and pasting data into additional sheets. You may also be able to run your sheet through a splitter program to streamline this process.
Once you have entered all of your information into the Pogozo transfer tables, you will need to save your file in CSV format.
To upload into Pogozo go to Settings, then click on Data and select Upload data.
From the dropdown menu, select the type of data you want to import, in this case Clients. Click and search or drag your CSV file (limited to 500 rows) into Pogozo, once the file has been uploaded click Import Data.
If your data has uploaded successfully you will see a success message as shown below. Well done!
Troubleshooting your imports
Troubleshooting when things don't go to plan is made easier with our error log. If you get an error with your data import, click on the Error Log. Here you will be able to see which row Pogozo is having trouble importing, and what exactly the problem is.
For example the picture below shows that there was an error importing the data. We can click on the error log to see the specifics.
Missing data is the most common problem encounter when uploading data. Some other issues could include incorrect formatting or duplicated data.
COMMON ERRORS
Duplications
All client IDs and emails must be unique. If you have a client with the same ID or email address you will have to change one of the client's details so that they are unique.
Missing information
There are a number of mandatory columns in each spreadsheet. Make sure that you have filled out all the information for the mandatory columns.
If there are errors that need correcting or if you make a mistake you can correct the error in your spreadsheet, save it as a CSV again and then upload the updated spreadsheet again (and again and again!) - any new information will overwrite any previous information added.
Next up, client treatment plans!