How to move from a multi-practitioner practice to separate Starter accounts ?

Who is this article for?

Your practice has several practitioners in the same Colib account, but it does not have the volume to justify a plan with practitioner licences. You want each practitioner to go back to their own account on the Starter plan, billed per appointment, with their own clients.

This article explains, in order, how to export the clients of each practitioner, how each practitioner creates their own account and imports their clients, and how to move the original account to the Starter plan.

Before you start: the Starter plan is for a single practitioner (with up to 3 admin staff accounts). Colib refuses it as long as the account has more than one team member marked as a practitioner, and you cannot add a practitioner to a Starter account. Only an administrator sees the Plan section. To compare the plans, see How does payment for Colib plans work?

Important: client records contain health information. Before copying the records of a practitioner into another account, make sure the transfer respects the rules of your professional order and your agreements with the practitioners, and decide who remains responsible for each record. The original account keeps its copy of every record until you archive or delete it.

1Decide who keeps the current account

• One practitioner keeps the current account, with all its history: clients, notes, appointments, invoices, forms and documents. This account will move to the Starter plan at the end (step 6).
• Each of the other practitioners gets a new Colib account, into which you import their own clients (steps 3 and 4).
• Check that each client has the right main practitioner: open the client record, Profile tab, General Information section, Practitioner field. The exports of step 2 are filtered on this field. See Assigning practitioners and configuring client visibility.

2Export the clients of each leaving practitioner

Do it while the practitioners are still members of the team. An administrator who can see all the clients and all the notes makes the exports.

1. Go to the client list (www.colib.io/clients), choose the practitioner in Practitioner and click the Excel icon (Export to Excel). The Clients tab of the file lists their clients, with the main practitioner in the Practitioner column; the Notes tab contains the text of the notes of these clients, with the practitioner who wrote each note.
2. Turn off Active clients and export again for their archived clients.
3. In the scheduler (www.colib.io/scheduler), display the practitioner and the period you need, then use Download Excel under Export for their appointments. Please see the article titled "How do I print or export my schedule to PDF or Excel?".
4. For each client, download the complete record (Download icon under the client's name): a zip file with the notes, the completed forms and the invoices as PDF files, and the documents of the record.
5. If needed, filter the invoices (www.colib.io/invoices) on the practitioner and click Export to Excel, for their accounting.

Details of each export: How to export my client data.

Shared clients: the Practitioner column only contains the main practitioner. The additional practitioners of a client are not in the file, so a client followed by two practitioners only appears in the export of their main practitioner. Agree on who takes these clients before you start.

3Each practitioner creates their own account

1. The practitioner creates their account on www.colib.io/signup.
2. They must use an email address that is not already used by a Colib account. Their current address still belongs to their user account in the practice, even after they are removed from the team: with that address, Colib shows Sorry, this user already exists. Use another address (for example a professional address of their own), or write to us at support@colib.io before starting if they want to keep the same address.
3. In their new account, they choose the Starter plan: Plan (www.colib.io/planandpayments) > Change plan > Select plan under Starter > Confirm, and they add a credit card in the Payment Method tab. Please see the article titled "How to choose or change my plan".
4. They create their appointment types and set up their practice information before the import: the imported appointments must use appointment types that exist in the new account.

4Import the clients into the new account

1. In the new account, go to the client list and click Batch upload (www.colib.io/uploadclients).
2. Choose the Generic template type and download the template.
3. Copy the exported data into the template: clients in the Clients tab (with the email address of the practitioner's new account in Practitioner email address), notes in the Notes tab, appointments in the Appointments tab, and the 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 during the move, then check the logs.

Step by step, with what can and cannot be imported: How to migrate clients, appointments, documents and notes to Colib, section Moving clients from another Colib account.

5Remove the leaving practitioners from the original account

1. Their upcoming appointments stay in the original account, with their reminders, until you delete them. Once they are imported into the new account, delete them from the original account. A client is notified of the deletion of a future appointment when its notifications are turned on: see How to delete an appointment.
2. Go to Settings > Team (www.colib.io/settings?show=team) and click the trash icon (Delete team member) of each leaving practitioner. Their notes, invoices and appointments are not deleted, and their clients are no longer assigned to anyone. Please see the article titled "How do I remove a team member or resend their invitation?".
3. A team member who stays without being a practitioner (a receptionist, for example) can stay: in their edit window, the Practitioner option must be turned off.

6Move the original account to the Starter plan

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

If the account still has more than one practitioner, Colib refuses the change and tells you that you cannot select the Starter plan if your clinic has more than one practitioner: go back to step 5.

What changes with the Starter plan

Important: if you restrict access to Colib to specific IP addresses, remove these restrictions before changing plan: once the feature is no longer included in your plan, you can no longer change its settings. Please see the article titled "How to restrict access to Colib to specific IP addresses".

Good to know

• Tell your clients — the clients who follow a practitioner to their new account book on the booking page of that account. Please see the article titled "How to share your booking page link and QR code".
• Going the other way — to bring several accounts together into one practice later, please see the article titled "How to bring several Colib accounts together into one practice".
• Changing your mind — you can move back to a plan with several practitioners at any time with Change plan, then invite the practitioners again from Settings > Team. An email address already attached to another Colib practice is refused with Sorry, this user is already attached to a business.

Still have a question?

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