You can transfer your client and practice data from SimplePractice to Upheal using our secure migration feature in just a few steps.
Getting Started
If you're ready to make the switch from SimplePractice to Upheal:
Click Home in the left menu.
Click Switch from SimplePractice.
Click Start the self-serve migration.
Read a short overview of the transfer process. Click Next.
On the FAQ page, click Next.
On the import page, click Next.
Exporting and importing your records
From here, there are three steps to getting your data moved over, and we'll walk you through it right in Upheal. Here's what that looks like:
Demographics
First, you'll download your client demographic data from SimplePractice.
In SimplePractice, click Analytics in the left menu.
In the Reports tab, find Clients & Appointments.
Click Client demographics.
If you don't see Client demographics, reach out to us.
You’ll then see a list of your clients. Near the top right of the screen, click Export, and select CSV.
You’ll likely see a download notification in your browser, and the file will be in the Downloads folder on your computer.
Return to Upheal.
Under Step B: Import demographics to Upheal, click Browse files.
Select the file you downloaded from SimplePractice.
Click Next.
Clients
Next, you'll download client details from SimplePractice.
In SimplePractice, click Analytics in the left menu.
Click Reports, then find Clients & Appointments. Click Client details. You’ll see a list of your clients.
At the top of the list, click the client status filter, which likely says Active. Select all the options: Active, Inactive, Prospective, and Archived.
Click Apply.
Near the top right of the screen, click Export, and select CSV.
You’ll likely see a download notification in your browser, and the file will be in the Downloads folder on your computer.
Return to Upheal.
Under Step B: Import client details to Upheal, click Browse files.
Select the file you downloaded from SimplePractice.
Click Next.
Practice data
Next, you'll download practice data from SimplePractice.
In SimplePractice, click Settings in the left menu.
On the left under Operations, click Practice to expand that section.
Click Data export.
On the right, click Start export.
In the Export client data popup, select All clients in the practice.
Select Complete, and uncheck the box next to Require a password to open file.
Click Export. The export will start processing.
Refresh the page to see the status in your Recent exports list. SimplePractice also emails you when it’s ready.
When it’s finished, click Ready for download under Status.
You’ll likely see a download notification in your browser, and the file will be in the Downloads folder on your computer.
Return to Upheal.
Under Step B: Import practice data to Upheal, click Browse files.
Select the file you downloaded from SimplePractice.
Click Confirm import.
When processing is complete, click Next.
Your import is ready. Click Next again to move on to the next stage.
Matching
Next, we'll help you organize your SimplePractice data to make sure your Upheal workspace is set up correctly. You'll link your imported data and ensure every record has a home.
Matching providers
First, you'll match SimplePractice providers with providers in Upheal. This will ensure clients are assigned to the correct providers.
For each provider in SimplePractice listed, click the dropdown menu under Provider in Upheal, and select the name which matches with the provider in SimplePractice. You can also select Add a new provider in Upheal.
Once all team members have been matched, click Next.
Matching clients
Next, you'll spend some time matching your SimplePractice clients to clients in Upheal. We recommend watching the video below to familiarize yourself with the process.
The Client profiles page is one of the most important steps in the transfer process. Here, you'll confirm that each client from SimplePractice is correctly matched before anything gets moved over. Take your time on this page; getting this right ensures your data ends up exactly where it should be.
To get started matching clients from SimplePractice to clients in Upheal:
Click Got it, let's go!
Choose which clients to import: active, inactive, or all.
Active: We recommend first importing your active clients, then bringing over inactive clients in a second transfer. This will transfer clients labeled as Active in SimplePractice, bringing over your current caseload.
Inactive: For your second import, transfer only clients labeled as Inactive in SimplePractice to move past records.
All: If you have a small number of active and inactive clients (50 or fewer), you can move them all at the same time.
3. Click Next.
This will take you to the client matching page.
Client matching page
The client matching page has six columns:
Preferred name in SimplePractice | The name your client goes by in SimplePractice |
Client name in SimplePractice | The client's full name as it appears in SimplePractice |
Status | Whether the names were matched automatically or need your attention |
Match with existing Upheal client | Where you connect the client to a profile already in Upheal, if one exists |
Pronouns | The client's pronouns. This is how your client will be referred to when Upheal generates notes. |
Action | What you want to do with this client's chart |
Reviewing clients that need attention
Click the Needs review tab at the top of the table to filter down to only the rows that need your input.
For each row, check that the name in the Preferred name in SimplePractice column belongs to the correct client. The preferred name and the full client name may look different from each other, so read carefully. To see more detail about why a row needs attention, hover over its Needs review status label.
Use the dropdown in the Client name in SimplePractice column to select the correct match.
Once you've gone through all the Needs review rows, click the All tab to go back to the full list.
Connecting clients who already have a profile in Upheal
If some of your clients already have a profile in Upheal, you'll want to make sure their SimplePractice chart gets connected to the right one. If you're brand new to Upheal, skip ahead to Setting the action for each client.
Look at the Match with existing Upheal client column. Upheal will sometimes make this connection automatically, but check each row to make sure it's correct.
For any client who already has a profile in Upheal and hasn't been matched automatically, select the correct name from the dropdown menu.
The first time you select an existing Upheal client from the dropdown menu, you will see this message:
Select the option that is right for you, and click Done. This will apply to all clients.
To specify this option on a client-by-client basis, click the icon next to Merge records after the client has been matched.
If a client doesn't have a profile in Upheal yet, leave the Match with existing Upheal client column blank.
Setting pronouns
Optionally, you can select each client's pronouns from the dropdown menu in the Pronouns column. This is how your client will be referred to in notes generated by Upheal.
Setting the action for each client
Go through every row in the Action column and confirm it's set correctly.
If a client already exists in Upheal and you connected them above, set their action to Merge their SimplePractice chart with their existing Upheal profile.
If a client doesn't have a profile in Upheal yet, their action will default to Add to Upheal, which creates a new profile and brings their information over.
If there's a client you don't want to transfer (for example, a test profile), set their action to Do not import.
When you've reviewed all the rows and you're confident everything looks right, click Next.
⚠️ Important: Once the transfer runs, these actions can't be undone. Double-check each row before moving on.
Your migration from SimplePractice to Upheal is now complete! If you have any questions, contact support in the Upheal app.