Migrating from Acuity to Practice Better

💡 A note on our migration guides: We build these guides based on our own hands-on experience helping practitioners migrate from other platforms, along with research into each platform's own documentation. Since other software providers can update their features and processes at any time, if you run into any trouble retrieving your data, your best next step is reaching out directly to your current software provider's support team.

In this article:

• Before You Begin
• Data Ownership
• Step 1: Export Data from Acuity
• Step 2: Review Your Exported Data
• Step 3: Prepare Your Files for Practice Better
• Step 4: Import Data into Practice Better
• Step 5: Verify Your Data
• Need Help?

Before You Begin

Make sure you have:

• An active Acuity Scheduling account with Account Owner access.
• An active Practice Better account (Professional plan or higher recommended for full import features).
• Time set aside to complete the migration process without interruption.

💡 Tip: If you have a large practice with hundreds of patients or complex data needs, Practice Better offers white-glove migration assistance for a fee. Our team can guide you through the entire process, handle the technical details, and ensure your data transfers smoothly. Visit the Switch your EHR to Practice Better page to get started with expert support.

Data Ownership

Your client data is always yours. When migrating from Acuity to Practice Better:

• You retain full ownership of your client records, notes, and billing information.
• Practice Better never claims rights to your data. We simply provide a secure platform for storage and management.
• You are responsible for securely handling exported files during the migration process.
• Once imported, your data will be encrypted and protected according to industry-standard security protocols.

🔒 Reassurance: Your clients' privacy and your practice's data security are our top priorities throughout the migration journey.

Step 1: Export Data from Acuity

Acuity allows you to export your client list, appointment history, and any notes attached to appointments. Work through each export type below before moving on to Step 2.

Exporting Your Client List

1. Log in to your Acuity Scheduling account.
2. Click Clients.
3. Click Import/Export, then Export Client List.
4. Use the drop-down menu to select the group of clients you want to export. You can select All Clients, or choose a group based on how recently they've booked.
5. Click Export Clients to download a CSV file.

📍 Note: Acuity's client export includes client name, email, phone number, notes on file, and days since last appointment. It doesn't include date of birth or address, so you'll want to collect these separately if you'd like them in Practice Better.

Exporting Your Appointment History

1. Click Reports.
2. Click Import/Export, then select the date range of appointments you'd like to export.
3. Choose whether to include canceled appointments.
4. Select any intake forms you want to include. If a SOAP notes form or another internal form was attached to an appointment, selecting it here adds that form's answers as extra columns in your export.
5. Click Export appointments to download a CSV file.

Your appointment export includes details like start and end time, client contact information, appointment type, price, payment status, discount codes used, notes, and whether the appointment was booked by the client or your staff.

⚠️ Important: Acuity doesn't offer a bulk chart or notes export. SOAP notes and other internal form content only come through as spreadsheet columns tied to each appointment row, not as standalone documents. If you'd like this content saved to a client's Documents in Practice Better, you'll need to compile it into a file (like a PDF) for each client before uploading.

Exporting Files Attached to Forms

If a client uploaded a file (like a photo or document) through a form, Acuity doesn't currently offer a way to export these files in bulk.

1. Open the client's appointment where the file was uploaded.
2. Download the file directly from the form answers.
3. Repeat for each client file you'd like to bring into Practice Better.

💡 Tip: If you have a large number of client files to migrate, contact Acuity support to ask whether additional export options are available for your account.

Exporting Package, Gift Certificate, and Subscription Data

Acuity doesn't offer a CSV export for packages, gift certificates, or subscriptions. To retain this data for your own records:

1. Click Reports.
2. Click Revenue.
3. Set your date range and filters, then click Show.
4. Save the report as a PDF using your browser's print or save options.

⚠️ Important: Financial data, including packages, gift certificates, and subscriptions, can't be imported into Practice Better. Export and retain this information for your own financial records before making the switch.

Step 2: Review Your Exported Data

• Open each CSV or PDF file and confirm client and appointment information appears complete.
• Check for duplicate records or formatting inconsistencies.
• Confirm that any downloaded files, like uploaded documents, are clearly labeled with the client's name.
• Save all files securely on your computer before moving forward.

⚠️ Important: Your exported files contain sensitive client information. Store them in a secure location throughout the migration process.

Step 3: Prepare Your Files for Practice Better

• Reference Practice Better's downloadable CSV template during the import process to confirm which fields are supported and how they should be formatted.
• Since Acuity's client export doesn't include date of birth or address, add these fields manually if you'd like them included.
• Remove any Acuity-specific fields that won't transfer to Practice Better, such as internal appointment IDs.
• If you've exported multiple reports, keep them as separate files.

💡 Tip: Practice Better provides a downloadable CSV template during the import process. You can reference this template to see exactly which fields are supported and how they should be formatted. Click here to copy the Practice Better client import CSV template.

Step 4: Import Data into Practice Better

If you're ready to transition to Practice Better, we offer expert assistance for a seamless migration process.

Follow this link to get started: Switch your EHR to Practice Better

Migration Overview:

• Complete the form linked above to begin the migration process.
• Our friendly team of helpers will guide you through obtaining and importing your data into Practice Better.
• Get up and running quickly, seeing clients with minimal disruption and downtime.

Step 5: Verify Your Data

1. Go to the My Clients section in Practice Better.
2. Review several client profiles to confirm names, emails, and contact information appear correctly.
3. Check your import history by clicking the More Options menu (3 dots) near the top-right of your Client list and selecting Client Import History.
4. If you migrated SOAP notes, form content, or uploaded files, confirm they appear in each client's Documents tab.
5. Test a simple workflow, such as opening a client record or sending a client an invitation to activate their account.

✅ With your client data successfully migrated, take time to explore Practice Better's features, customize your account settings, and set up your services and programs. You're now ready to support your clients with all the tools Practice Better offers.

Need Help?

Migrating your practice is a significant step, and we're here to support you every step of the way. If you run into questions, encounter any challenges, or would prefer hands-on guidance:

• Use the in-app chat by clicking Contact Support from the Help menu in your Practice Better dashboard.
• Submit a support ticket through your account by asking our AI chat agent for assistance from our team.
• Request white-glove migration assistance by filling out this form if you'd like our team to handle the technical details for you.

Moving to a new platform is a big step, but with your data successfully migrated, you'll be ready to take full advantage of Practice Better's features and support your clients with confidence. Welcome to Practice Better. We're excited to be part of your practice's journey.