How to bring several Colib accounts together into one practice ?

Who is this article for?

Several practitioners each have their own Colib account, often on the Starter plan, and they now want to work together in one shared account: a practice with several practitioners, or a practice with several locations (multi-clinic). This article explains how one account becomes the practice, how to invite the others as team members, how to move the clients of the other accounts, and what can and cannot be moved.

Before you start: there is no automatic merge of two Colib accounts. One account becomes the practice, and the clients of the other accounts are copied into it with the exports and the batch upload. Only an administrator of the practice can change the plan and invite team members.

Important: client records contain health information. Before grouping the records of several practitioners in one account, make sure it respects the rules of your professional order, decide who can see which records (step 4), and inform your clients when your rules require it.

1Choose the account that becomes the practice

• Choose the account with the most history (clients, notes, invoices): it keeps everything as it is.
• Its owner, or an administrator, does the next steps. The other practitioners will join it as team members, and their clients will be imported into it.

2Change the plan of the practice

1. Go to Plan (www.colib.io/planandpayments) and click Change plan.
2. Under the plan you want, click Select plan, then Confirm.

The Starter plan is for a single practitioner: you cannot add a practitioner to your team while you are on it. On the Practitioner and Practice Pro plans, a licence is added every month for each additional practitioner (part-time or full-time, depending on their number of appointments). See How does payment for Colib plans work?

3Export the clients of the other accounts

Each practitioner who joins does this in their own account, before closing it:

1. Clients and notes — client list (www.colib.io/clients), Excel icon (Export to Excel). Turn off Active clients and export again for the archived clients.
2. Appointments — scheduler (www.colib.io/scheduler), Download Excel under Export, for the upcoming appointments and the history you want to keep.
3. Documents, forms, invoices, signed notes — the complete record of each client (Download icon under the client's name), a zip file of PDF files and documents.
4. Accounting — the list of invoices (www.colib.io/invoices, Export to Excel) and the reports of the Reports section, to keep with their own accounting.

Details: How to export my client data.

4Invite the practitioners as team members

1. In the practice, go to Settings > Team (www.colib.io/settings?show=team) and click Create team member.
2. Enter the practitioner's name and email address, turn on Practitioner, choose their role and their rights, then save. They receive an invitation by email.
3. Choose what each practitioner sees: with Ability to see other practitioners information turned off, a practitioner only sees the clients assigned to them. See Assigning practitioners and configuring client visibility and What are the different levels of rights/options for the members of my practice?

One account, one practice: a Colib account is linked to one practice only. The email address a practitioner uses for their own account is still attached to it, so Colib refuses it with Sorry, this user is already attached to a business. Invite them with another email address (for example their address at the practice), or write to us at support@colib.io before starting if they want to keep the same address.

For every detail of the invitation, please see the article titled "How to invite a team member".

5Prepare the practice, then import the clients

1. Create the appointment types of the practitioners who join, and give each practitioner the types they offer. The imported appointments must use appointment types that exist in the practice. Please see the article titled "How to create an appointment type".
2. Go to the client list and click Batch upload (www.colib.io/uploadclients), then choose the Generic template type and download the template.
3. Copy the exported data of each old account into the template: clients in the Clients tab, with the email address of the practitioner in the practice in Practitioner email address (and their clinic in Clinic(s) if you use several clinics), notes in the Notes tab, appointments in the Appointments tab, and the PDF files and documents in one folder per client.
4. Upload the zip file, with Send notifications to the clients turned off if you do not want the clients to be contacted, then check the logs and fix the rows that were not imported.

Step by step: How to migrate clients, appointments, documents and notes to Colib, section Moving clients from another Colib account.

6Close the old accounts

1. Check in the practice that the clients, notes, appointments and documents of each old account are there.
2. In each old account, delete the upcoming appointments that were moved, so that clients do not receive reminders from both accounts. A client is notified of the deletion of a future appointment when its notifications are turned on: see How to delete an appointment.
3. Cancel the subscription of the old account: Plan > Unsubscribe. On the Starter plan, the link is not shown once the account has more than 10 appointments in the current billing period: write to us to cancel. The data of the old account is kept until its owner asks us to delete it. Please see the article titled "How do I cancel my subscription or close my Colib account?".

What can and cannot be moved

When is multi-clinic mode useful?

Multi-clinic mode (Practice Pro plan) is useful when the practitioners who join work at different locations: each clinic can have its own address and opening hours, its own booking page, its own invoice details, and team members who only see the clients and appointments of their clinics. If everyone works at the same address, you do not need it.

• How to configure a multi-clinic (multi-location) practice?
• How does creating multiple clinics affect practitioners' rights?
• How to have a different booking page for each clinic?
• How do filters change in Colib after creating several clinics?
• For an overview, please see the article titled "Multi-clinic mode: what changes across Colib (overview)".

Good to know

• Booking page — clients now book on the booking page of the practice. Please see the article titled "How to share your booking page link and QR code".
• Online payments — online payments are received on the payment account of the practice. On the Practice Pro plan, a practitioner can receive their share directly: see How to split online payments between a practitioner and the practice.
• Separating again later — please see the article titled "How to move from a multi-practitioner practice to separate Starter accounts".

Still have a question?

Write to us at support@colib.io, we will be happy to help you plan the move.