// Data migration
Switch to Vetlyn without losing your history.
// How it works
Four steps from old system to go-live
- 01
Export from your old system
Export what you have to CSV or Excel: client list, patient list, vaccination due dates, price list, products. Paper records can stay as they are for now.
- 02
We map it with you
Send us the files. We go through the columns with you, point out duplicates and gaps, and agree what comes across and what stays behind.
- 03
Import your clients
Clients go in by CSV from Settings → Data, with a preview first and duplicates skipped. Do it yourself in minutes, or we do it with you on a call.
- 04
Patients and history
We help bring patients and key history across, prioritising pets with vaccines coming due. Older records can be attached to each patient as scans or PDFs.
// What comes across
What we can import today, and what's on request
Self-serve today
Built into Vetlyn. No need to wait for us.
- ClientsFirst and last name, phone, email, address and notes, from a CSV file in Settings → Data.
- Duplicate checksClients whose phone or email is already on file are skipped, so re-running an import is safe.
- Old records as filesScans and PDFs of past notes, lab results and X-rays, on each patient's Files tab (up to 25 MB each).
- Opening stockEach product's opening stock is entered when you add it to Inventory.
On request, with our team
We work through these with you from your exports.
- Patients linked to ownersName, species, breed, sex, date of birth, colour, microchip and allergies or alerts.
- Vaccination historyVaccines given and, most importantly, next due dates, so reminders work from day one.
- Price list and productsYour services and product catalogue with prices.
- Upcoming appointmentsFuture bookings, so nothing is missed on go-live day.
How each item comes across depends on the shape of your export. We agree the approach with you before starting, and tell you upfront if something can't be brought over cleanly.
Best left behind: historical invoices and payments (keep them with your accounts), clients who haven't visited in years, and duplicate or test records. Old visit notes are usually best attached as scans rather than re-typed.
// Client CSV format
Prepare your client file
One row per owner, with a header row. Only first_name is required. Headings aren't case-sensitive, and the alternative names below are recognised too. Columns Vetlyn doesn't use are ignored and listed in the preview.
| Column | Required | Also recognised | Notes |
|---|---|---|---|
first_name | Required | firstname, first, name, owner, owner_name | If there's no last_name column, a full name here is split at the first space. |
last_name | Optional | lastname, surname, last | — |
phone | Optional | mobile, phone_number, cell, whatsapp, contact | Include the country code, e.g. +92 300 1234567. Used to skip duplicates. |
email | Optional | email_address, e_mail | Also used to skip duplicates. |
address | Optional | street | — |
notes | Optional | note, comments | Anything staff should know. |
clients.csv
first_name,last_name,phone,email,address,notes Sara,Ahmed,+92 300 1234567,sara@example.com,"House 12, Street 4, Lahore",Prefers WhatsApp Omar,Khalid,+971 50 123 4567,,Dubai Marina, Emma,Clarke,+44 7700 900123,emma@example.com,,Two cats
Example data. Wrap any value containing a comma in double quotes.
Checklist
- In Excel: File → Save As → CSV UTF-8, so Urdu, Arabic and accented names survive
- Comma, semicolon or tab separators are all detected
- Up to 20,000 rows and 10 MB per file; split bigger lists
- Rows without a first name are skipped and counted in the preview
- WhatsApp opt-in isn't imported; tick it per client once they agree
// Timeline
A typical move for a small clinic
Every clinic is different. Multi-branch hospitals and very large or messy exports take longer, and we'll tell you so upfront.
Day 1
Kick-off call
We look at what you have, agree what to bring across, and you send us your exports.
Days 2–4
Mapping and clean-up
We map columns, flag duplicates and odd data, and send you anything that needs a decision.
Day 5
Set-up and client import
Clinic settings, price list, products and your client list go in. Your team gets invites.
Week 2
Go live
New bookings, visits and bills happen in Vetlyn. Patients and vaccine due dates follow, busiest first.
Weeks 3–4
Tidy up
We check in, fix anything awkward, and help with whatever history is left.
// FAQ
Migration questions
Which systems can you migrate from?
Can we do the migration ourselves?
What happens to duplicate clients?
What about old invoices and outstanding balances?
Can we keep using the old system while we switch?
How long does it take?
What if an import goes wrong?
Can we get our data out again later?
Tell us what you're moving from.
Share what system or spreadsheets you use and roughly how many clients and patients you have. We'll come back with a plan.