Move from Podium to Clinvello

Treat the full transfer as its own project.

Connecting Podium moves selected work. Replacing it changes the records, financial obligations and daily workflows the clinic relies on. Name an administrator to own the transfer and a clinical lead to check the record archive.

Connection availability is owner-confirmed. Confirm the exact actions, account permissions and location coverage during setup.

Your transfer, step by step.

1. 01

   Inventory what lives in Podium

   List clients, future appointments, notes, photos, consents, inventory, packages, memberships and outstanding balances. Mark which records exist in Podium, which live elsewhere and who can authorize each export.

2. 02

   Export and preserve the originals

   Podium’s marketplace lists a tool for exporting a location’s contacts as CSV. That contact-export listing does not establish a complete archive of messages, recordings, invoices, consent records or patient charts.

   Keep a dated original copy in the clinic’s approved storage. Request any separate attachments or assisted exports before the current account closes.

3. 03

   Verify the destination import process

   Ask the destination provider to demonstrate an actual import from Podium, including supported record types and the destination location. Agree on an authorized transfer workspace before sharing files. A proposed workflow is not evidence of a working importer.

4. 04

   Map the fields and run validation

   Match patient identifiers, names, contact permissions, services, providers, dates and timezones. Ask the provider to show duplicate matches, missing fields and rejected rows. Correct the mapping before running a small trial import.

5. 05

   Reconcile records, balances and payments

   Compare record counts and representative notes, files and appointments with the originals. Reconcile memberships, credits and outstanding balances separately. Saved cards require the payment processor’s approved process; do not put card details in the data upload.

6. 06

   Approve the cutover and keep a recovery path

   Choose the final export window and stop conflicting edits during reconciliation. Approve the validated transfer, assign reminders and booking to one system, then monitor the first operating period. Keep the prior account and archive accessible until the clinic accepts the results.

Podium: what to check.

Podium documents user authorization through OAuth with requested permissions and access for locations. Its scope guide says the authorizing user must also have access to the feature; confirm the actual Clinvello scopes and access-removal process.

• Exporting contacts does not establish portability of conversation history or phone numbers.
• User permissions can constrain what an authorized integration can access.
• Avoid running overlapping outbound and lead-follow-up automations without an agreed owner for each channel.

Before you approve the next stage

1. Which locations and message channels are included in our authorization?
2. Can recordings, conversation history and consent evidence be retained if workflows change?
3. How do we stop automated sends and remove access without losing the existing phone and inbox workflow?

Sign off on the record archive, financial reconciliation, access arrangements and rollback plan before closing the source system.

Compare Clinvello and Podium before deciding →

Source guidance

The links below support the source-system export and access notes. The checklist is editorial planning advice, not verified Clinvello screen instructions or evidence of a completed migration.

1. Podium official contact-export integration (opens in new tab) ↗Source review · 2026-10-29
2. Podium OAuth authorization documentation (opens in new tab) ↗Source review · 2026-10-29
3. Podium OAuth scopes and user permissions (opens in new tab) ↗Source review · 2026-10-29

Need a smaller first step?

Connect Podium and move selected AI workloads →

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