Scheduler Settings: Appointment Migration

The Appointments Migration section allows you to migrate your legacy calendar appointment statuses and appointment types. These are one-time activities and if you like to access old appointments or have recurring appointments, please plan to bring all your appointments from the calendar to Scheduler. 

To use the Appointment Migration feature, you must have new appointment statuses and appointment types to map with the old statuses. Configure these in the Appointment Status and Appointment Types settings tabs. Likewise, if there are old statuses and types that are no longer relevant, we recommend disabling those before initiating the migration. 

Important: Group Sessions are automatically migrated when the Scheduler is enabled.

Accessing Appointments Migration 

1. To begin, click on your initials and then click Settings. 
   
2. Then click the Scheduler tab.

3. Next, select Appointments Migration. Note that, depending on the size of your screen, you may need to click on the arrow icon to reach it.
4. Before you can migrate your existing calendar to Scheduler, you must map your existing appointment types and statuses. Any unmapped appointment types and statuses in the migration will appear in the error log after the import and are not transferred.   

Mapping Appointment Types  

1. Start by choosing an old appointment type from the Old Appointment Type drop-down list. This list shows all appointment types that have not been mapped yet and will remove items as you map them. Alternatively, you can begin typing an appointment type into the field and select the item from the options.
   
2. Next, select a new appointment type from the New Appointment Type drop-down. This list pulls from the appointment types set up in the Appointment Types tab. As above, you can begin typing an appointment type into the field and select the item from the options. 
   
3. Click the Map button.
4. The old appointment type is now mapped to the new appointment type and appears in the list below the drop-downs.
5. If you have mapped the wrong appointment types to each other, you can simply click on the trash icon and map the old appointment type again.
   
6. Below the Appointments Type Mapping section you will the Location selection. If you have any appointments without a location already selected, you will need to make a selection here. 
   1. Single Instances will have their instance selected automatically and need to perform no further actions.
   2. Users whose facilities have multiple locations will need to click on the Location drop-down and choose the desired location.
7. Once you have finished mapping the old appointment types, click the Apply button at the bottom of the screen. This is, for all intents and purposes, the save button. Alternatively, you can move straight to mapping the appointment statuses and apply your changes at the end.

Mapping Appointment Statuses 

The process of mapping statuses is exactly the same as mapping appointment types.

1. To begin, click on the Old Appointment Status field and choose an old appointment status from the drop-down or type one in and select. Once an old appointment status is mapped, it will no longer appear on this list.
2. Then do the same from the New Appointment Status drop-down.
3. Click the Map button to pair the statuses.
4. If you mapped an old and new appointment status together in error, you can click the trash icon and map it again.
5. Once you have mapped the appointment statuses, click the Apply button at the bottom of the screen. This is, for all intents and purposes, the save button.

Appointment Migration 

Once you have mapped all your appointments and statuses, you can migrate them to the new Scheduler. The migration will pull all of the scheduled appointments with the types or statuses selected, past, present, and future to the Scheduler. 

It is important to note that you can’t migrate appointments and statuses one at a time. You can only migrate all appointments once. Additionally, as the message above the importer indicates, importing existing telehealth appointments will create new invitations, as the telehealth link is changing. 

Migrate by Appointment Type 

1. To migrate based on appointment type(s), click on the Default Appointment Type field and either search for the desired type, select the checkboxes in the drop-down list, or choose Select All.
2. Once your mapping is complete, and you are certain you wish to proceed, click on the checkbox. Remember that once you migrate the selected appointment type(s), you will not be able to perform the same migration again. 
   
    
3. Click the Import button. Keep in mind that the import can take quite some time to complete, especially if you have a large number of appointments. Do not close the page or navigate elsewhere in the Kipu instance.
4. Once the import completes, a table will appear below the import section. Click the Download button to download and view the report.
5. The report downloads as an Excel file containing all the appointments in the migration and indicates if any migrations failed. 

Migrate by Status 

1. To migrate appointments based on status(s), click on the Default Appointment Status field and either search for the desired status, select the checkboxes in the drop-down list, or choose Select All.
2. Just as with migrating appointment types, once your mapping is complete, and you are certain you wish to proceed, click on the checkbox. Remember that once you migrate the selected appointment status(s), you will not be able to perform the same migration again.
3. Click the Import button. Don’t forget that the import can take quite some time to complete, especially if you have many appointments. Do not close the page or navigate elsewhere in the Kipu instance.
4. Once the import completes, a table will appear below the import section. Click the Download button to download and view the report.