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Introduction: How to manage data transfers into Timely

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As you move over to Timely, you will likely need to transfer over your data from your existing system. In this article, you will learn information related to managing data transfers into Timely; as well as how to get in touch with our customer success team.

 

 

Are there data import fees?

Bookable staff Fee
One No Charge
2 or more No charge

 

 

How do I get in touch with a customer success coach?

If you're paying for Timely, complete a form in our Help Center, with information regarding your request for a data import; and we will put you in touch with a customer success coach who can assist.

 

 

What data can be transferred?

Most systems let us transfer:

  • Clients
  • Last 12 months of appointments
  • Services
     

Some systems also let us transfer:

  • Products
  • Gift vouchers
  • Client notes
  • Previous product purchases (as client notes)
     

We can not transfer:

  • Consultation forms or documents
  • Client photos
  • Packages (a series of treatments) 
  • Service groups
  • Some client notes
  • Busy/blocked time
  • Client credit card details
  • Financial data (including invoices, deposits, and credits). It's best to leave that history in your accounting system.

 

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.

 

 

What to do before you transfer data to Timely

1 First, complete the import request form from your customer success coach. This usually asks for:
  • What booking system you're moving from.
  • What days of the week your business is closed.
  • The first and last names of staff who will be bookable in Timely.
  • The data you'd like to transfer, such as appointments, clients, services, products, or client notes.
  • Whether you’d like your appointments transferred as "Pencilled-in" or "Confirmed". Learn about booking statuses in Timely.

 

2 If you’re using a cloud-based booking system, your customer success coach will help you securely share your login details so we can manage the data import for you. It is useful to download TeamViewer, as this will allow us access to export the data.

 

3 Return the completed import form to your customer success coach, and complete the account setup tasks that are emailed you. This ensures your Timely account is ready for the import.

 

4 Your customer success coach will then organise the date of your data import and confirm it with you by email.

 

 

Timely note: if you have added any services, products, or clients during your trial period, these may need to be removed to ensure we can match the data from your old system. If you’d like to introduce new products or services in Timely, we recommend doing this after your data has been transferred.

 

 

Frequently asked questions (FAQs)

  • When can I get my data transferred?
    We do data imports Monday to Thursday. Your Customer Success Coach will work with you to find a day and time that suits you and when our team is available.
     
  • How long does the data transfer take?
    Depending on the amount of data, transfers usually take around a day to complete.
     
  • What do I need to do on data transfer day?
    You can continue using your old software as usual. Just keep in mind that any bookings or changes made on transfer day won’t be saved in Timely. Make sure to keep a record of any changes so you can update them later in Timely.
     
  • Do we need to be available to assist with the data transfer?
    It's very helpful to have someone available in case we need access to your old system or have any questions.
     
  • Once the data transfer is done, when can we start using Timely?
    Straight away. We'll give you the all-clear when it's done so you can get back to business.

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