Exporting and downloading client data for transfer

In this article, we’ll explain how to perform and download the two exports needed to transfer client data between SimplePractice accounts.

Note: This article is part of a series on transferring client data between SimplePractice accounts. To learn how to export client data outside of the transfer process, see Exporting client information through data exports.

To support the transfer, two separate exports are required: the client list export and the complete data export. In this article, we’ll cover: 

• Client list export
• Complete data export
• Downloading the exported files

Important: All the steps in this article must be completed by the Account Owner of the original account.

Client list export

After the help request is submitted, our team will ask the Account Owner of the original account to provide written consent to export the client list. This client list spreadsheet will be used to import client profiles into the new account.

Important: We can’t move forward with the client list export without the Account Owner’s consent.

The transferring clinician’s client profiles and data won’t be altered or removed from the original account when our team exports the client list. To make sure the transfer process runs smoothly, please make sure the original account is active until the whole transfer process is complete. 

Complete data export

The Account Owner of the original account can perform a complete data export to export clinical notes, billing documents, and other documentation for the transferring clinician.

These items aren’t included in the client list export that our team uses to transfer data. The transferring clinician can upload these items to the new account later in the process.

To perform the complete data export, the Account Owner can:

1. Navigate to Settings > Practice > Data export
2. Click Start export
3. Choose an option:
   • If transferring from a group practice, select All clients for one clinician, then choose the transferring clinician’s name from the Select a primary clinician dropdown
   • If transferring from a solo practice, select All clients in the practice

4. Select Complete

5. To opt out of password protecting the export, uncheck Require a password to open file (recommended)
6. Click Export

For more information, see Exporting client information through data exports.

Downloading the exported files

Once each export is ready, the Account Owner will receive an email with the subject line “Your export is ready to download!” 

Note: Data export emails shouldn’t be forwarded to another team member. Only the Account Owner will be able to access the links in the emails.

To download the exports, the Account Owner can:

1. Navigate to Settings > Practice > Data export

Important: Within the File name, the client list export will appear with the term “Client List,” and the complete data export will appear with the term “Complete.”

2. Click Ready for download for each export

Note: Links to download an export expire after one week.

Next step

Once the exports have been downloaded, see the next step here: Viewing and sharing exported files for transfer.