Introduction: How to manage data transfers into Timely

Moving your business data to Timely doesn’t mean starting from scratch. Our team can help transfer key information from your current software, making it easier to get set up and continue managing your business in Timely.

In this guide, you’ll learn what data can be imported, what to expect during the transfer process, and how we’ll support you before, during and after your import.

To learn how to request a data import, see our guide How to request a data import.

What can be imported? 

Different software providers store information in different ways, so the data we can transfer will depend on your current system. Before anything is scheduled, we'll review your current software and confirm exactly what can be imported into Timely.

In most cases, we can transfer key information such as:

• Customers and contact details
• Customer notes
• Services
• Future appointments
• Appointment history*
• Products
• Product purchase history*
• Gift vouchers 

*12 months is included. Beyond this is charged at an extra fee.

What won't we transfer?

Some information can't be moved between systems because it's stored differently or isn't available to export from your current provider. If any of these are important to your business, your import specialist will explain what needs to be recreated or added manually once you're using Timely.

This commonly includes:

• Deposits
• Customer credits
• Packages 
• Saved payment card details
• Consultation forms
• Photos and documents
• Financial reporting data
• Rewards/loyalty points.

Timely note: please check with your customer success coach as they can give you more details about your specific situation, such as what can and cannot be transferred over to Timely.

Before the import

Before your import is scheduled, you'll complete an import request form so we can understand your business, your current software, and the data you'd like transferred. This helps our team assess your requirements and plan an import that suits your needs.

Your success coach will guide you through the process, help schedule the transfer, and explain any steps you need to take before, during or after the import.

During the import

For the smoothest transition, we recommend continuing to manage bookings in your current system until your import takes place. On the day of the import, make a note of any new, cancelled or rescheduled bookings so they can be manually added to Timely once the transfer is complete.

After the import

Once the import is complete, there will be some final setup required in your Timely account. Every import is unique so your success coach will help you understand what you need to configure. Most often: 

• Configure your services - pricing, duration, service groups, service add ons. 
• Add manually noted bookings into Timely 
• Enter financial data, deposits, credits that imports are unable to bring across.
• Change booking links on your website and social media to Timely

Frequently asked questions (FAQs)

• Can Timely import data from my current software?
  In many cases, yes. We regularly help businesses move from platforms such as Fresha, Phorest, Kitomba, Shortcuts and others. Your success coach can confirm what's possible for your specific software.
   
• Will I lose my customer records?
  Customer information is one of the most commonly imported data types. We'll review your current system and confirm exactly what can be transferred before your import is scheduled.
   
• Do I need to stop using my current software?
  No. Most businesses continue using their current software until their import is completed.
   
• Will my clients notice the change?
  Once you're ready to switch, you'll update your booking links and begin managing appointments through Timely so there won't be any double notifications, just a new booking link.
   
• How long does an import take?
  Most imports are completed within a day, although timing varies depending on your requirements. Your success coach will discuss timing with you before scheduling your import.
   
• What if I've already started setting up my Timely account?
  It’s best if you haven’t started setting up, but if you already have gotten started let your import specialist know what you've already configured so they can advise on the best approach.
   
• Do I need to activate my Timely account before booking an import?
  Yes. Your Timely account must be active before an import can be scheduled.