Viewing and sharing exported data for transfer

In this article, we’ll explain how to share exported data with a transferring clinician to continue the transfer process.

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.

 We’ll cover: 

• Viewing the exported client data
• Sharing the exported client data

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

Viewing the exported client data

After the exports are downloaded by the Account Owner, they will appear as zip files. Please note that:

• The client list export always requires a password
• The complete data export may require a password, depending on the option selected during export

To open a password-protected export, the Account Owner can: 

1. Navigate to Settings > Practice > Data export
2. Click Copy next to the Password for the export
   • Make sure the password is for the correct export by checking the File name

3. Open the zip file
4. Paste the password when prompted

Note: If an error message appears when opening the file, see Troubleshooting technical issues when transferring between SimplePractice accounts.

The client list export and complete data export will contain different items.

Client list export

The client list export is a CSV spreadsheet. 

Each row in the spreadsheet reflects a client in the client list. This spreadsheet will be necessary to set up client profiles in the new account.

Important: If one or more clients have already been added to the new account manually, make sure to remove the clients’ rows from the spreadsheet. This will prevent duplicate errors during the transfer process. To delete a row in Excel, see Delete a row, column, or cell from a table. To delete a row in Numbers, see Add or remove rows and columns in Numbers on Mac.

Complete data export

The complete data export will include folders for Billing Documents, Medical Records, Psychotherapy Notes, and Stored documents. 

Each folder contains subfolders for individual clients and their related files.

Note: To review what’s included in a complete data export, see Downloading and viewing your data export.

Sharing the exported client data

To continue the transfer, the Account Owner can share the client list spreadsheet and documentation folders with the transferring clinician outside of SimplePractice. As an alternative, the Account Owner can share the locked zip file and associated password, and the transferring clinician can follow the steps above to unlock the file.

Important: Our team can’t provide this data to the transferring clinician directly. It must come from the Account Owner of the original account.

We recommend that the Account Owner share the files with the transferring clinician, not the email they received or the links to download the export. For more information, see Troubleshooting technical issues when transferring between SimplePractice accounts.

Next steps

Once the export files have been shared with the transferring clinician, see the next step here: Setting up profiles with the client list.