Checklist: switch clinic software without a double book

You do not need a heroic migration. You need one calendar the team trusts, and a public listing that can stay up while you get there. This checklist is the path we use on Setup: map, copy forward, parallel week, cut over.

Before you turn anything off

If export is impossible, you still switch. Copy the next two weeks by hand. That is slower and still valid.

• List treatments you still sell, with duration and which room or machine they need.
• List professionals, opening hours, and locations.
• Export patients and future visits if the old tool allows a CSV. Skip clinical attachments and historic invoices — archive those PDFs.
• Name the public listing you will keep (directory, website, Instagram). It can stay. The daily book should not stay in two places.

The parallel week

Run 7–14 days where reception copies each new public booking into the new calendar the same day: treatment, professional, room or machine. Do not invent a two-way sync. Two-way sync is how a laser gets two patients at 10:00.

Proof is practical: a sample of files matches (we use 50 on Setup Complete). If it does not, you keep the old system. Setup is not charged.

Cut over

When the books match, new operational bookings go only to the new calendar. The public profile can remain for discovery. Stopping the old agenda is optional, not a trophy.

GlowPilot Setup Complete includes this playbook. Request a mapping call if you want it walked on your current tool, not on a generic deck.