If you're switching to Cliniko from Nookal, then here are the details you’ll need in order to transfer your data into your Cliniko account!
☝️ Please note that this data transfer service is a process that we will work on with you—not something that you'll need to do yourself. Please don't import spreadsheets or manually add any information into your Cliniko account before the transfer, as duplication will result when your data comes across from Nookal.
The very first step is booking your transfer date! We sometimes book months in advance, so we strongly recommend you book as soon as you can to avoid further delays:
Once you've done that, please read through the guide below. It's important to review each section thoroughly, as it outlines your role in the transfer, and what we do for you.
The guide is broken into the following sections:
Getting familiar with Cliniko
For a smooth transition, please ensure that your team has had an opportunity to play around with Cliniko and are familiar with it. The trial is unrestricted, so all features are available to set up and become familiar with. You can change your subscription level as required while trialing, which will let you add more practitioners!
In case it's useful, these training guides might come in handy:
All of our support articles and guides can be found on our help site, too! You can quickly search for anything you’d like help with right here.
All users are encouraged to contact our support team with any questions. We're easiest reached from within Cliniko by clicking Help on the blue sidebar, and clicking Chat with us! If you'd prefer email, you can reach us at email@example.com.
Setting up your Cliniko account
There's a bit of setup required in Cliniko prior to the transfer. These are things that we can't necessarily determine or transfer from Nookal, or settings that are specific to Cliniko.
Please ensure the following things are set up as soon as possible:
All sites/locations of your business are set up as Cliniko business locations,
Your time zones have been set correctly (to ensure that appointments get transferred to the right spots), and
Mobile phone numbers have been added to the admin user's account so that we can authenticate prior to transfer.
Other items that are not required prior to transfer, but are not transferred and will need to be set up manually are:
Note that when we transfer appointments, we will need a practitioner assigned to the appointment. This is a little complicated for instances where the practitioner is no longer with you and therefore not in Cliniko. In these cases, please let us know whether you would prefer to assign the appointments to:
A generic ‘Former practitioner’ that you create in Cliniko,
Another active practitioner in Cliniko, or
Exclude them entirely.
Alternatively, you may create all your specific members of staff (past and present) in Cliniko, and we’ll assign all appointments correctly. You can set those former practitioners as inactive, as your Cliniko subscription price is based on the total number of active practitioners.
Cliniko limits the volume of patient attachments in trial accounts. To remove this limit, please add your billing details into your account. Your free trial will continue until completion, and your credit card will not be charged until your trial period has expired.
You can quickly search for and find our guides and help articles to assist you with the setup process on our help site, here.
If you'd like any assistance with getting set up, feel free to contact us! Even if you just have a quick question that you’d like an answer for, we are easiest reached from within Cliniko by clicking Help on the blue sidebar, and clicking Chat with us! You can also click the chat "bubble" at the bottom right corner of this page.
What do we transfer?
Note that no data is removed from Nookal in the transfer process. Data is copied to your Cliniko account. The types of data that are transferred are not customisable or filterable in any way, we transfer the entire database to your Cliniko account.
☝️Note: New data entered in to Nookal following Cliniko’s extraction of the data will not be transferred. This info will need to be entered into Cliniko manually.
Transfer to Cliniko will include the following from your Nookal account:
Appointment types (and assigning them to practitioners and locations)
Appointments (individual and class)
Case details (these are bundled into treatment note 'headers')
Treatment notes (private notes must be made public, and draft notes must be finalised)
All of your Nookal treatment notes will need to be made final, or they will not transfer to Cliniko. Similarly, Nookal does not expose private treatment notes on their API, so if you have any of these, they will need to be changed to ordinary-level privacy treatment notes.
Classes (group appointments)
Classes returned by the Nookal API include cancelled classes. Unfortunately, those cancelled classes cannot be differentiated from active classes, and so your cancelled classes will still be created in Cliniko. This to ensure we do not lose any class appointments that have no attendees yet.
Once we’ve finished transfer, you will need to review your appointment types within Cliniko and finish setting them up (assign practitioners to them, assign colours, relate billable items and treatment note templates, assign reminder and confirmation templates).
Prior to the data transfer, please avoid performing any data imports for:
We will import all of these as part of the Nookal transfer. If that data is already in Cliniko, it will be duplicated.
What don’t we transfer?
Unfortunately, all financial details are excluded from transfer. There is not a way to import financial data into Cliniko. This includes:
Appointment invoice/payment statuses
If you'd like to record prior payment history or outstanding debts in Cliniko, you can create an opening balance for those patients. This is not considered revenue and will not affect Cliniko's reporting.
In addition, the following items are not transferrable and must be set up manually where needed:
Users and practitioners, practitioner reference numbers
Businesses locations and settings
Expenses and stock sales
3rd party app integrations
Letters and letter templates
Patient forms and form templates
Communication templates (email and SMS)
Information that we'll need from you
When you book a transfer date, you'll be sent a confirmation email which includes a link to a secure electronic form. This form is where the below information is collected from you. If you miss the confirmation email, another link to the same form will be sent in a reminder email closer to your transfer date. Please let us know if you do not receive these emails.
Do you have any practitioners in Nookal who are inactive?
If so, we will need to determine what to do with appointments assigned to them. There are a couple of options here:
We can leave those appointments behind and not transfer them into Cliniko.
You can create all your inactive practitioners in Cliniko, and we can assign appointments to the correct practitioner. You can make these practitioners inactive in Cliniko prior to transfer, so they do not contribute to your subscription plan.
You can elect one or more other practitioners in Cliniko to assign those appointments to (e.g. use an existing practitioner, or create one practitioner named “Old Nookal practitioner”, or similar). You'll just need to tell us which practitioner/s in Nookal you want mapped to which practitioner/s in Cliniko.
Accessing your Nookal and Cliniko accounts
In order to transfer your data from Nookal into Cliniko, we’ll need some information to allow us access to each account. We ask for this information in the form we send to you in your booking confirmation email. We'll need:
Nookal API key,
Your Nookal region (usually one of
Cliniko API key
Your Cliniko URL can be found in your browser address bar when you're logged in to Cliniko, and will look something like
https://your-clinic.au2.cliniko.com. This is required so that we may be sure we’re transferring data to the correct account.
Nookal API key
The Nookal API key must be generated by an administrator who has access to all parts of Nookal. For more information on how to generate that API key, see Nookal's help article.
☝️ Please ensure your Nookal API key is activated for all locations, all Additional Options are selected, and its Status is toggled to the On position.
Cliniko API key
Please log in to your Cliniko account to generate your Cliniko API key. You'll need to be logged in as an administrative user who is also a practitioner so that the API key generated has the required data access permissions. Please also see our guide on generating a Cliniko API key.
☝️ To have the correct permissions, the Cliniko API key must belong to a user who is also a practitioner. Please do not give us an API key for an administrator that is not also a practitioner.
Your API keys are like passwords, and must be handled with care. It's very important that this information is transmitted to us securely. When you book a transfer date, you'll be sent a confirmation email which includes a link to a secure electronic form. This form is where you can safely communicate your API keys and other information to us. If you miss the confirmation email, another link to the same form will be sent in a reminder email closer to your transfer date. Please let us know if you do not receive these emails.
Administrator mobile numbers
We’ll also need to do some verification of an account administrator to get the final go-ahead to access the account and load data, so please ensure a mobile numbers are included in user's profiles so we can send a verification code to the required user.
On the day of the transfer
We shouldn’t need to hassle you much on the day of the transfer, unless some of the above information or setup is missing, so please ensure that you're contactable on the day. We’ll get started in the morning (AEDT) and let you know when we are done! If it is looking like taking longer than that day, we’ll be sure to reach out and keep you informed of progress. Extracting data from Nookal is typically a fairly slow process, so if you are transferring a large volume of data, we've seen that the transfer can take a full 24 hours or more. Please plan appropriately.
When the transfer is completed, you’ll be able to use your data within Cliniko immediately.
If there’s anything you’d like to confirm or discuss prior to transfer, please do let us know—we’re here to help!
The final checklist
Having all of this done before the transfer takes place is super important. Please be sure that each item on these lists has been checked off prior to your transfer date!
Please be sure that you have completed the following:
The transfer date has been booked
Ensure your Nookal API key is enabled for use
On the Cliniko side of things:
[Required] Practitioners have been created, both active and inactive (see guide)
[Strongly recommended] All administrator user accounts have mobile numbers
[Required] Business locations have been created, both active and inactive (see guide)
[Required] You have added a payment method to your Cliniko subscription, to lift the file upload limitation (see guide)
After transfer, these items will need attending to:
Ensure all required appointments types are created (see guide)
Set practitioners as providers of appointment types (see guide)
Create treatment note templates (see guide)
Create letter templates (see guide)
Relate billable items to appointment types (see guide)
Relate treatment note templates to appointment types (see guide)
We know that transferring from another system is a big deal, and we want to help make the process as easy as possible for you. If you have any questions on anything at all, please reach out to us. We're always available to help!