Whether you currently run your business with pen and paper, Google Calendar, or another software provider, MassageBook offers simple solutions to help transfer your existing data to your new account! You'll find the information listed in this article by category.
First, you will complete your initial setup by entering information about your business, adding services to your menu, and add staff (if needed). You can learn more about these steps at the links below:
Adding Business Details
Adding Services to the Service Menu
How to Add and Manage Staff
After your initial setup, getting your existing clients into your MassageBook account is an easy, first step to begin using other features. If you are currently using another scheduling software, be sure to export your client list into a .csv file (which is the most common file type for client exports). Once you have exported the file from your previous software you can import that file with just a few clicks!
To learn more about importing a spreadsheet of client information, click the link below:
Importing Clients from a Spreadsheet
Note: if you are having trouble importing your spreadsheet, feel free to email it to firstname.lastname@example.org and we'll upload it for you!
If you have been using pen and paper for scheduling in the past, you can still add clients to your account, either by creating a spreadsheet in Excel, Numbers, or Google Sheets or by adding clients individually through the steps at the link below:
Once you get your clients uploaded, be sure to send them a Campaign email to let them know how to book new appointments with you through MassageBook:
Creating and Sending a New Campaign to All Clients
Appointment times and dates can be synced from other software as long as the the software you were previously using allows a connection to Google Calendar. What you can do is sync your schedule in your previous software to your Google Calendar, then sync your Google Calendar to MassageBook. If you're currently only using Google Calendar for scheduling, then you're one step ahead!
You can sync your Google Calendar to MassageBook by following the steps below:
Establishing a Google Sync with Your Business Schedule
Once Google Events sync to MassageBook, they will be shown on the schedule as blocked time, but they will sync to the correct dates and times. You can then convert that blocked time to an appointment by adding the service and client through the steps at the link below. After a Google Event has been converted to an Appointment, clients will receive reminder emails, texts, and the client intake form, based on your settings.
Converting a Google Event to an Appointment
If you're switching from pen and paper, you can also add your appointments individually by following these steps:
Note: The Activity section in a Client's record stores all MassageBook booking activity. There is not a way to import historical appointments into their Activity.
SOAP Notes and Intake Forms
If you have previous SOAP Notes and Intake Forms in a digital format or any other scanned documents, you can upload those documents to the client's SOAP Note in MassageBook so it can be saved on file. You can learn more about creating SOAP Notes and uploading files to them at the links below:
Creating a SOAP Note from a Client's Record
Uploading a File to a SOAP Note
If the client has already filled out an intake form for you previously, and you would like that information entered within MassageBook's intake form, you can view the form on a client's record and fill it out. But switching to a new software is always a good reason to gather updated information from clients in case their contact information or health history has changed since their last visit. Intake forms can be manually sent to clients by following the steps at the link below, however they will automatically send before the client's scheduled appointment time as well.
Intake Forms Overview
Sending an Intake Form from a Client's Record
Existing reviews in your previous software cannot be imported, but you can add any text that you would like to the About section of your MassageBook site. However, getting reviews through MassageBook will happen quickly as a review request email will send to clients after their appointment has been checked out on your schedule.
You can connect existing Yelp and Google reviews though by following the steps at the links below:
Activating Google Reviews
Adding Yelp Reviews
If your Business has outstanding gift certificates, you can record the existing codes within MassageBook so those codes can be used during online booking. You can record these by using Store Credit as that is not viewed as income so it's a great way to account for any previously sold items. You can learn more at the link below:
Accounting for Previously Sold Gift Certificates
Prepaid Services and Series
If you have Clients who have prepaid for Services or Series outside of MassageBook but have yet to use them, you can add them to the Client's record by selling them through the Cash Register using store credit.
For example, if a Client purchased a five-session Series and has used two, add the remaining three by:
- Adding the Series to the Service Menu.
- Applying Store Credit in the full amount of the Series to the Client's record.
- Selling the Series to the Client through the Cash Register.
- Using the Store Credit to complete checkout.
- Editing the balance to reflect what's actually left.
Alternatively, you can sell single Services through the Cash Register as well.
We're excited and grateful to have you onboard, and we look forward to working with you along the way! There are three ways to connect with us if you need direct assistance:
- Email: email@example.com or select Ask MassageBook in your Professional Account.
- Phone: 843-352-2026
- Live Chat: Select Ask MassageBook at the bottom of every page in your Professional Account. If our team is online, you'll see the option to start a live chat.
- In addition to the above articles, you can also find videos of various features in your MassageBook account here: Tutorial Videos
In shared success,
The MassageBook Team