Transferring your past and future appointments into the Pogozo calendar is made simple 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 linked invoices or linked treatment notes.
First, start by downloading your appointments 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 appointment 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 appointments 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 appointments 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.
When you upload appointments into Pogozo, you should only upload 1:1 appointments.
TIP Some systems may group together data that relates to appointments, classes, unavailable blocks and tasks in one data export. In Pogozo, we define appointments as 1:1 appointments (appointments between 1 practitioner and 1 client) and any session involving more than one client, we call a class. This transfer will only work for 1:1 appointments. You will not be able to transfer classes, unavailable blocks, or tasks using this transfer method.
We recommend you remove any data that is not an appointment, before transferring your data into the Pogozo transfer table. You may choose to delete these rows from the export all together, or you could cut and paste them into a separate spreadsheet for future reference.
Here are some ways to identify data that are not appointments.
Filter by appointment type
To filter your original data sheet by appointment type (make sure you filter the spreadsheet by the appointment type column) you could:
Sort appointments in ascending order to group all appointments of the same appointment type together - this makes it easy to remove non-appointments in a single block.
Apply a quick filter to the appointment type column displaying all non-appointments.
Remove any data rows that are not appointments.
TIP Look for any appointment types that is not an appointment. For example unavailable blocks or classes.
Filter by maximum number of clients per appointment
Any appointment with availability for more than one client would be considered a class in Pogozo. Most data exports will have a column which indicates how many clients can book into that specific appointment. If the maximum number is greater than one, it is likely this appointment type is a class.
To filter your original data sheet by max number of participants (make sure you filter the spreadsheet by the max number of participants column) you could:
Sort the max number of participants column in ascending order to list the data with the appointments with 1:1 ratio at the top - this makes it easy to remove non-appointments in a single block.
Apply a quick filter to the maximum number of participants column displaying all rows with more than one participant.
Remove any data rows that have more than max 1 participant per appointment.
Filter by cancelled appointments
Most data exports will include appointments that have been cancelled. These appointments may be loaded into Pogozo as an active appointment if the appropriate status is not assigned. If you have no need for keeping a record of cancelled appointments in Pogozo we recommend you remove them.
Some ways to identify if an appointment has been cancelled include:
Some exports have an appointment status column. Cancelled appointments will have the status cancelled.
Some exports will have columns for appointment cancellation time, or appointment cancellation reason. If there is a valid cancellation time or reason then this appointment has been cancelled.
To filter your original data sheet for cancelled appointments you could:
Sort the cancellation time/reason column in ascending order to list the data with cancellation entries at the top.
Apply a quick filter to the cancellation status column displaying all rows the status of cancelled.
Remove any data rows that have appointment which have been cancelled.
Your data set should now contain only active appointments. The next step is to transfer this data into the Pogozo transfer table.
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 Start Time column into Start Time column, the Client ID into the Client ID etc.
Ready? Lets get started!
APPOINTMENT ID
This is not a mandatory column that needs to be completed to upload the appointments into the Pogozo calendar however if you are wanting to link past invoices or appointment notes to past appointments you will need to include the appointment ID. It is usually very easy to include the appointment ID so we recommend including it in your data transfer.
The appointment ID It is usually a number between 5 and 10 characters and should be unique for each appointment.
START TIME
This is a mandatory column that needs to be completed.
You will need to enter the format as follows:
YYYY-MM-DD HH:MM:SS TIMEZONE
Example: 2021-05-26 10:45:00 +1000
END TIME
This is a mandatory column that needs to be completed.
You will need to enter the format as follows:
YYYY-MM-DD HH:MM:SS TIMEZONE
Example: 2021-05-26 11:15:00 +1000
TEAM MEMBER NAME
This is a mandatory column that needs to be completed.
CLIENT ID
This is a mandatory column that needs to be completed.
APPOINTMENT TYPE ID
This is a mandatory column that needs to be completed.
The appointment type ID is the unique 5-20 digit code which identifies different appointments types.
TIP If your appointment data export does not show the appointment type ID and only shows the appointment name, you will need to enter the appointment type ID manually.
An easy way to do this is to copy and paste the appointment name into the appointment type IT column, then use the "Find and replace all" feature to replace the name of the appointment with the appointment type ID.
You can find the appointment type ID in the appointment type spreadsheet you uploaded into Pogozo previously, or in your appointment type data exports from your old system.
ACCESSIBLE LOCATION
This is a mandatory column that needs to be completed. It refers to the business’ locations that offers that appointment.
TIP The name(s) of the location(s) in the Pogozo data template must match exactly, the names of the business locations in Pogozo. You can see the exact location name in Pogozo by going to Settings > Business > Business details > Location details.
APPOINTMENT NOTE
This is an optional column.
This appointment note refers to any remarks made for this appointment in the calendar. Some businesses use this to write information given by the client when making the booking, for example injury type, a reminder to staff they require specific paperwork, special needs or considerations etc.
It is not the appointments treatment/clinical note.
CANCELLATION REASON
This is an optional column. If left blank, no reason for the cancellation will be recoded.
To allocate a cancellation reason to the appointment click on the drop down menu arrow and select the correct cancellation reason. Alternatively you can type in the reason, just make sure you get the spelling correct! The cancellation reason must be one of the following: Feeling Better, Away, Sick, Work, Condition Worse, Other.
TIP This is for appointments that have been cancelled in your previous system. Make sure that the status of the appointment is cancelled in the status column later in the spreadsheet.
CANCELLATION NOTE
This is an optional column. If left blank, no note for the cancellation will be recoded.
TIP Filling out this column will not ensure the appointment it cancelled in Pogozo. For an uploaded appointment to be recorded as cancelled you must ensure the status column is cancelled.
CASE ID
This is an optional column. If left blank, the appointment will not be allocated to a client treatment plan.
To allocate the appointment towards a client treatment plan enter the unique treatment plan ID. You can find this in the client treatment plan data upload.
STATUS
This is an optional column. If left blank, the appointment will default to an active status.
To allocate a different status to the appointment click on the drop down menu arrow and select the correct appointment. Alternatively you can copy and paste or type in the reason, just make sure you get the spelling correct! The appointment status must be one of the following: upcoming, checkedIn, cancelled, noShow.
TIP If the appointment is cancelled and you do not want it to show as an appointment in the Pogozo diary you must allocate the status as cancelled. If the status is left blank or you choose to allocate any of the other status options the appointment will be uploaded into the Pogozo calendar as an active appointment.
MULTI-PRACTITIONER
This is an optional column. If left blank, Pogozo will assume the appointment does not have multiple practitioners assigned to the same appointment.
If the appointment is linked to multiple practitioners then this will be TRUE. If the appointment it not linked to multiple practitioners then this will be FALSE.
To allocate a multi-practitioner status, click on the drop down menu arrow and select the correct status. Alternatively you can type in the status, just make sure you get the spelling correct!
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 Appointments. 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
Team member not found/not a practitioner.
To upload an appointment into Pogozo it has to be linked to a practitioner. Make sure your team members are in Pogozo and are assigned the role of practitioner, with the correct ID number and with the correct role. They do not have to be active team members.
If you have team members who no longer work for the business or who have a different role in the business they will need to be added as practitioners for the upload to be successful. You can then change their role afterwards if required.
Appointment Type ID not found
This is common if you are uploading past appointments for appointment types that are no longer offered at your business. All appointment types associated with appointments being uploaded need to be in Pogozo for the upload to be successful.
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, appointment notes!