Importing your existing data

When you're moving to CuspFlow you don't have to re-enter everything by hand. The Data Migration wizard imports your existing records from CSV. It's a guided tool for Owners and Administrators under Settings → Data Migration, and each import can handle up to 5,000 rows.

Template-first

You always start from CuspFlow's own downloadable template for the entity you're importing, one column per field. Export your data from your old system (or your spreadsheets), line the columns up with the template, and fill it in one entity at a time. The wizard is built around this template rather than trying to read an arbitrary export format, which is what makes the rest of the process reliable.

What you can import, and in what order

Seven entity types. Import them in this order so records link up correctly:

1. Branches
2. Dental Chairs
3. Staff
4. Patients
5. Families
6. Appointments
7. Price Catalog (procedures & prescriptions, can be imported any time)

Patients reference families, appointments reference patients and staff, and so on, importing out of order leaves records that can't be linked.

How the wizard works

1. Choose the entity type and download its template.
2. Upload your filled-in CSV. CuspFlow fuzzy-matches your column headers to the template, so a typo, extra spacing or slightly different wording still maps to the right field. Adjust anything it didn't get.
3. Run the dry-run. Before a single row is saved, the wizard checks every row and marks it valid, warning or error, with the reason, and flags likely duplicates.
4. It rejects rather than guesses. Any row that points at a branch, patient or dentist CuspFlow can't resolve is rejected with an explicit reason, it's never imported half-linked or with a blank reference. Patients on Families and Appointments rows are matched by phone or email only, never by name (two people in a family often share a surname).
5. Fix the rejects and re-upload. Everything that didn't make it downloads as a single rejects report, a CSV in your original file's shape, with a Reason column. Fix just those rows and upload that file again; round two is only the failures, not the whole import.
6. Review the Report. Every import produces a report (the Reports tab in the wizard): a summary, per-entity counts and a table of anomalies to look over. The clinic owner also gets an email when one lands.

Rolling an import back

An Owner can roll back an entire import within 7 days from its report. This is a real, permanent delete of that import's rows, with a safety scan that skips anything you've edited or built on since (so a patient who's already had an appointment booked won't be removed). After 7 days the rollback option closes.

Migrated data stays tagged

Imported records are tagged as migrated. Reports that show trends over time (Financial Reports, the Financials and Reports dashboards, Staff Commissions, Overdue Payments) have an "exclude migrated data" toggle, so a big one-off historical import doesn't distort your month-on-month figures.

Tips

• Adult patients need a phone number, it's how CuspFlow avoids duplicate records. Children under 18 can be imported without one if they belong to a family.
• Open your CSV in a plain-text editor before uploading if you can, spreadsheet apps sometimes turn long phone numbers into scientific notation or strip leading zeros, and the wizard will flag those.
• Keep the rejects report. Working through it is far faster than hunting through the original file.

Once your data is in, head to the Waiting Room and Appointments to start your first day.