Inventory the work before agreeing a launch date
List source systems and every data type they hold: contacts, notes, forms, photos, appointments, balances, packages, memberships and inventory. Add configuration such as services, permissions, reporting definitions and automations. Mark what needs transfer, rebuilding or historical access.
Assign an owner to each category. A vendor may import files while your team owns cleanup and reconciliation. Request a written scope showing responsibility, accepted formats, exclusions and a test-import date. Pabau publishes source-specific migration guides, illustrating why migration support should be evaluated against your current system rather than described as a generic yes.
Prove a small migration first
Use an approved test process to examine representative records before a bulk cutover. Include edge cases such as duplicate profiles, multiple documents, partially used packages, refunds and frozen memberships. Compare both counts and meaning: a file can exist without being linked to the correct patient.
Keep a reconciliation log containing the expected result, observed result and reviewer. Resolve material discrepancies before live billing or patient work moves. Use appropriate secure handling for any real practice data; public demonstrations should use synthetic examples.
Do not assume payment continuity
Stored card credentials are not ordinary contact fields. Ask the relevant processors whether and how payment tokens can move. Document what happens when they cannot, including client communication, reauthorization and failed-payment follow-up.
Reconcile membership charges and remaining benefits separately. Moving a recurring charge without the corresponding credit ledger creates a different problem from moving credits without a working payment method. The acceptance test needs both sides.
| Workstream | Acceptance test | Owner |
|---|---|---|
| Clinical records | Retrieve historical chart, form and photo | Clinical lead |
| Packages | Reconcile remaining benefits for sample accounts | Operations |
| Billing | Verify agreed first-charge process | Finance |
| Booking | Book provider, room and device correctly | Front desk |
| Access | Test restricted roles before launch | System administrator |
Set a go/no-go gate and a fallback
Choose measurable launch conditions: required records readable, key balances reconciled, staff tasks completed in training and critical booking rules tested. Agree who can approve go-live and who can pause it. An immovable marketing date should not replace acceptance criteria.
Define how the practice will work if the new system cannot complete an essential task. Retain appropriate access to the old records under your contractual and professional obligations. Do not delete historical material merely because a count of imported contacts matches.
Scale through a pilot location
A growing group should validate a representative location before repeating a configuration everywhere. Document which settings are shared and which remain local. Test cross-location bookings, access permissions and reporting definitions before interpreting a central dashboard as a complete view of the business.
Build a shortlist for switching
Compare candidates against your practice profile. Review evidence gaps, then verify the exact workflow and quoted plan in a demo.
Build a shortlist for switchingSources & editorial approach
Reviewed October 19, 2026. Workflow examples and checklists are original editorial guidance. Vendor documentation describes vendor claims; verify the quoted plan and configuration. Examples are illustrative and do not establish outcomes.
Clinical content describes software evaluation, not treatment protocols. Have the appropriate professionals review clinical and legal requirements for your practice.
How the matcher and disclosures work