Move from Zenoti to Clinvello

Treat the full transfer as its own project.

Connecting Zenoti 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 Zenoti

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

2. 02

   Export and preserve the originals

   Zenoti documents module-specific exports at organization or center level, including guest data, appointments and liabilities. Its backup guide states that guest notes, forms and associated photos cannot be extracted in bulk from the UI.

   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 Zenoti, 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.

Zenoti: what to check.

Zenoti documents role permissions for API-package access and exports. Confirm the clinic’s access package and granted actions; this research did not test the Clinvello connection or its revocation workflow.

• Organization-wide and center-level exports can cover different records.
• Notes, forms and photos need a separate retrieval plan.
• Export files do not prove that membership, prepaid and package liabilities can be imported unchanged elsewhere.

Before you approve the next stage

1. What access package and center permissions does our connection require?
2. Which system owns reminders, recalls and cancellation recovery during the pilot?
3. How will guest identity, liabilities and attachments be reconciled before any replacement?

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

Compare Clinvello and Zenoti 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. Zenoti backup and offboarding export guidance (opens in new tab) ↗Source review · 2026-10-29
2. Zenoti security permissions (opens in new tab) ↗Source review · 2026-10-29

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