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Kartra to Patient Copilot (Migration Guide)

This comprehensive guide outlines the steps necessary for migrating from Kartra to Patient Copilot. The process includes transferring contacts, courses, websites, automation, and other key assets to ensure a smooth transition and full utilization of Patient Copilot’s advanced marketing and CRM features. * * * ## Migration Preparation ### Step 1: Review Current Kartra Setup - Identify Key Assets: List all the essential assets in Kartra, including leads/contacts, automations, courses, and websites.

  • Document Workflows: Note down all automation rules, sequences, and communication setups that are critical for ongoing operations.
  • Evaluate Data Volume: Determine the amount of content (videos, documents, etc.) and data (contacts, sequences) to be migrated. ### Step 2: Define Migration Objectives - Set Clear Goals: Determine the key objectives for migrating to Patient Copilot, such as enhanced automation capabilities, integrated CRM, or better pricing.
  • Prioritize Critical Features: Focus on migrating the most essential features first to ensure continuity in your operations. ### Step 3: Prepare Backup - Export Data from Kartra: Export all necessary data, including contact lists, emails, and course materials.
  • Backup Data: Ensure that all exported data is securely backed up before beginning the migration process. * * * ### Step 1: Export Contacts - Navigate to Kartra’s Contacts: Go to Communications > Leads.
  • Select Contacts: Select the leads/contacts you wish to export by ticking the checkboxes.
  • Export Data: From the dropdown menu, choose Export to download the contacts as a CSV file. Ensure the export includes important fields such as email addresses, phone numbers, and custom fields.
  • Verify File Integrity: Review the CSV file to ensure all necessary contact data, including custom fields, tags, and lists, have been exported.!(https://assets.patientcopilot.ai/aa309fb70a2ff8d8.png) ### Step 2: Prepare CSV for Patient Copilot Import - Check Data Formats: Ensure all date fields follow the YYYY-MM-DD format for compatibility with Patient Copilot.
  • Encode Special Characters: Make sure the file uses UTF-8 character encoding to handle special and accented characters.
  • Clean Data: Remove any unnecessary characters (e.g., line breaks, emojis) and empty columns to prevent import errors. ### Step 3: Import Contacts into Patient Copilot - Log in to Patient Copilot: Navigate to Contacts > Import Contacts.
  • Upload CSV File: Select and upload the CSV file. Ensure that all required fields, such as first name, last name, email, and phone number, are properly mapped to the corresponding fields in Patient Copilot.
  • Map Custom Fields: If Kartra includes any custom fields, create those fields in Patient Copilot by navigating to Contacts > Settings > Custom Fields before importing the data.
  • Assign Tags and Lists: Use Patient Copilot’s tagging and list functionalities to organize contacts according to Kartra’s segmentation structure, such as Kartra Import tags. Click here to learn more about Troubleshooting Bulk Imports Via CSV!(https://assets.patientcopilot.ai/d42994bf4cdd588a.png) * * * ## Migrate Courses ### Step 1: Export Course Content from Kartra - Navigate to Kartra’s Memberships Section: In Kartra, go to My****Memberships to locate course content.
  • Export Videos and PDFs: Download all video lessons and documents from the Memberships section to ensure you have all the necessary content for migration. Back up these files for safekeeping.
  • Export Quizzes and Surveys: If your courses contain quizzes or assessments, document or manually export these to replicate them in Patient Copilot. ### Step 2: Prepare Course Materials for Patient Copilot - Plan the Migration: Start the migration during off-hours to reduce any disruption for learners and keep the process smooth.
  • Organize Course Content: Group exported content by module, making it easier to recreate in Patient Copilot.
  • Check File Compatibility: Ensure media files (e.g., MP4 for videos, PDF for documents) are compatible with Patient Copilot’s upload limits and formats * * * ## Migrate Offers and Automations ### Step 1: Review Existing Kartra Offers and Automations - List Active Offers: Identify all current offers, including free and paid, along with their pricing structures and payment gateways.
  • Document Automations: Ensure you have a clear record of all automation rules, such as email sequences, tags, and trigger-based actions. ### Step 2: Recreate Offers in Patient Copilot - Set Up Offers: Navigate to Funnels & Websites > Products in Patient Copilot and create offers that correspond to those in Kartra, setting up payment gateways and pricing as needed.
  • Grant Access to Offers: In Patient Copilot, manage offer access by assigning them to specific contacts or groups, mirroring the setup in Kartra.!(https://assets.patientcopilot.ai/520b1eaa57251b4e.png) * * * ## Migrate Calendars ### Step 1: Review Existing Calendars - Document All Events: Compile a comprehensive list of all current calendar events, including: - Appointments: Detail the nature, frequency, and participants of each appointment. - Bookings: Note any bookings related to services or products, including time slots and duration. - Recurring Events: Identify any recurring events, specifying their schedules and associated details. ### Step 2: Recreate Calendars in Patient Copilot - Create Patient Copilot Calendars: Navigate to Sub-account Settings > Calendars. Set up each calendar to match those in Kartra, ensuring all settings align with your previous configurations, such as reminders, assigned users, and meeting locations.
  • Add Calendar Integrations: Go to Subaccount Settings > Calendars > Connections to sync your Google or Outlook calendars with Patient Copilot, facilitating seamless management of appointments across platforms.
  • Set Up Recurring Appointments: For repeating events, manually configure recurrence rules in the Patient Copilot calendar settings to match the existing setup in Kartra.
  • Preview and Test: Verify that your new calendars work as expected by comparing them with the existing Kartra setup, ensuring that all functionalities are intact.
  • Align with Existing Schedule: Ensure that event blocks are displaying in Patient Copilot calendar accurately, taking into account time zones and availability.
  • Add Event Details: Include essential information for each event, such as: - Title: Clear and descriptive names for easy identification. - Description: Provide context or notes relevant to the event. - Participants: Specify any attendees or stakeholders involved. - Notifications: Set reminders and notifications to keep everyone informed. ### Step 3: Customize Your Patient Copilot Calendars - Explore Calendar Styles and Settings: Patient Copilot offers various configurations to tailor your calendars to your needs.
  • Create Round Robin Calendars: Use this setup if you want to distribute appointments among multiple team members.
  • Set Up Class Schedules: Configure calendars for group sessions or classes to manage collective appointments effectively.
  • Recurring Appointments: Set up recurring sessions for ongoing meetings or classes, ensuring consistency in scheduling.
  • Advanced Customization: Adjust colors, availability, and user permissions to fit your organizational needs.
  • Seek Additional Resources: For more detailed instructions on setting up these calendar types, visit the Patient Copilot help center and search for Calendars Setup to access comprehensive guides and tips.!(https://assets.patientcopilot.ai/4d3f8267de9578cd.png) * * * ## Migrate Integrations ### Step 1: Review Existing Integrations in Kartra - Export Course Content: Download videos, PDFs, and other course materials from the Memberships or Products sections in Kartra. ### Step 2: Recreate Automations in Patient Copilot - Build New Workflows: Go to Automation > Workflows in Patient Copilot and recreate the automations from Kartra, using Patient Copilot’s triggers, conditions, and actions to achieve similar results.
  • Test Workflows: Thoroughly test all recreated workflows to ensure they function correctly and adjust any settings as necessary. * * * ## Migrate Websites and Funnels ### Step 1: Recreate Website Pages in Patient Copilot - Rebuild Website Pages: Use Patient Copilot’s Website Builder to recreate all key pages from Kartra, including sales pages, landing pages, and checkout pages. Ensure that the design and content match your original pages as closely as possible.
  • Add Content: Import all relevant text, images, videos, and other media into your Patient Copilot pages to fully replicate your Kartra site. ### Step 2: Recreate Funnels - Build New Funnels: Navigate to Sites > Funnels in Patient Copilot and recreate the funnels you had in Kartra, including all landing pages, opt-in forms, and email sequences.
  • Customize Funnel Pages: Use Patient Copilot’s drag-and-drop editor to customize funnel pages, ensuring they align with your previous setup in Kartra.!(https://assets.patientcopilot.ai/4cbac734a9ca32f5.png) * * * ## Final Checks and Training ### Step 1: Perform Final Data Validation - Cross-Check Data: Verify that all data has been successfully migrated, including contacts, course materials, and automations.
  • Validate Workflows: Ensure that all workflows and automations are operational in Patient Copilot. ### Step 2: Train Team Members - Patient Copilot Training: Provide necessary training to your team on using Patient Copilot’s CRM, automation, and course management tools.
  • Leverage Support Resources: Encourage your team to use Patient Copilot’s support resources for continuous learning and troubleshooting. ### Step 3: Monitor and Optimize - Monitor Performance: Continuously monitor the performance of your Patient Copilot setup, making adjustments as needed to optimize operations.
  • Continuous Improvement: Regularly review your setup to ensure it meets your evolving business needs. * * * ## Decommissioning Kartra ### Step 1: Transition Period - Run in Parallel: Consider running both Kartra and Patient Copilot in parallel during the transition to ensure no disruptions in operations.
  • Gradual Phase-Out: Slowly reduce reliance on Kartra as you become more comfortable with Patient Copilot. ### Step 2: Cancel Kartra Subscription - Final Data Backup: Ensure that all necessary data is securely backed up before canceling your Kartra subscription.
  • Official Cancellation: Follow Kartra’s process to cancel your subscription and terminate any associated services. ### Step 3: Post-Migration Review - Review Success: Evaluate the success of the migration, documenting any challenges faced and lessons learned.
  • Ongoing Monitoring: Keep an eye on your Patient Copilot setup post-migration to catch and resolve any issues promptly. Was this article helpful? That’s Great! Thank you for your feedback Sorry! We couldn’t be helpful Thank you for your feedback Feedback sent We appreciate your effort and will try to fix the article