The Altegio onboarding team migrates your company data from your previous system, from Excel files or from a paper appointment book, and configures the modules around your workflows. You hand over the data in one file, and the onboarding manager and the onboarding specialist take care of the upload, the checks and the team training.
When to use
- You are moving to Altegio from another system, from Excel spreadsheets or from a paper appointment book, and the client base has to be preserved.
- You are opening a new location, and the services, team members and products are already described in an existing location.
- You need more than a data upload: the schedule, payroll, inventory and online booking have to be configured around your rules.
Before you start
- The license owner is added to the Altegio account and has accepted the invitation. Check that the owner is in the list of users in the Billing section (see Billing: manage your subscription and team members). Data migration does not start until the invitation is accepted.
- The people involved on your side are named. These are the owner, the manager, the administrator and the accountant. The onboarding manager needs their names, roles and work contacts.
- The data is collected in a file based on the upload template. The onboarding manager sends the template. The setup timeline starts from the moment the file is handed over.
- The onboarding level is chosen. The scope of the migration depends on the level: the client base upload is part of free onboarding, while extended migration is part of the paid levels.
What data the team migrates
- Client base.
- Services and the services assigned to team members.
- Team member profiles.
- Visit history.
- Memberships: types and the update of active memberships.
- Loyalty cards.
- Product catalog by category.
- Payroll calculation schemes.
- Team member work schedules.
- Settings for the online booking widget, cash registers and promotions.
The scope of each item depends on the onboarding level you choose. Exact limits are listed in the section “Onboarding levels and migration scope”.
How the migration works
- Hand over the data and your requirements. You send the completed file based on the upload template and explain how the processes in your company work. This stage takes 1 day.
- Approve the technical specification. The onboarding manager clarifies the tasks, the priorities and the list of modules, then records the approved version of the specification. This stage takes 1 to 2 days. The more precisely the processes are described, the fewer corrections are needed after the setup.
- Wait for the system setup. The onboarding specialist uploads the data and configures the modules according to the approved specification. This stage takes 2 to 5 days.
- Check the result and train the team. Training runs in Google Meet or Zoom, and the number of lessons depends on the onboarding level. This stage takes 7 to 45 days and depends on how quickly the team goes through the lessons.
- Start working with the manager alongside. The onboarding manager supports the first days of work and adjusts the settings. This stage takes 1 to 3 days.
The full onboarding cycle takes 20 to 45 business days, that is 3 to 6 weeks. The timeline depends on the onboarding level, the complexity of the processes and how quickly the company hands over the data and completes the training.
Onboarding levels and migration scope
| Level | What we migrate and configure | Timeline |
|---|---|---|
| Free onboarding | Client base upload. Daily webinars, access to video lessons and the knowledge base, technical support. | Onboarding manager support for 3–4 weeks |
| Quick start | Client base. Team members: up to 20. Services: up to 100, assigned to team members. Basic online booking widget settings. 1 lesson in Zoom or Google Meet. Onboarding manager support for 3–4 weeks. | Up to 1 week from the moment the file is handed over |
| Standard | Everything in Quick start, plus: visit history up to 10,000 records, up to 5 payroll calculation schemes, up to 10 membership types and the update of up to 300 memberships, up to 3 loyalty card types, product catalog up to 10 categories, 4 lessons by module. | Up to 3 weeks |
| Premium | Services with no limit. Team members: up to 100. Visit history up to 100,000 records. Up to 10 payroll calculation schemes. Up to 30 membership types, membership updates with no limit. Up to 7 loyalty card types. Product catalog up to 50 categories. Work schedules up to 50 weeks. Cash register setup and up to 7 promotions. Advanced settings and customization of the online booking widget. 6 lessons by module and 2 additional sessions. Onboarding manager support for up to 6 weeks. | Up to 6 weeks |
Important. Check the cost of the paid onboarding levels, the terms for additional locations and the availability of discounts with your personal manager.
Who runs the migration on the Altegio side
- Onboarding manager. Approves the technical specification, runs the project and the timeline, holds the consultations, checks the account and stays available after the launch. Working hours: weekdays, 10:00 to 19:00 (GMT+4 or GMT+5 depending on the office).
- Onboarding specialist. Uploads the data, configures the modules according to the approved specification, runs the training and adds the online booking code to your website.
Training and consultations run in Google Meet or Zoom. WhatsApp, phone, email and the support chat are used for messaging.
Result
After the migration you work in Altegio on your own data: clients, services, team members and visit history are already in the system, the modules are configured around your processes, and the team has completed the training. Further questions about working in the system go to technical support, while questions about the license and the plans go to your personal manager.
Consultation on onboarding plans and data migration
The cost of onboarding, the scope of work, the timeline and the migration of non-standard data are discussed individually. Contact your personal manager for a consultation.
To find their contacts, click the question-mark icon (?) in the bottom-left corner of the screen, under the yellow mode switcher. The window that opens shows the name, phone and email of your personal manager, along with your Location ID and the support chats in Telegram and WhatsApp. Full instructions are in How to contact your manager about payment or subscription renewal.
Note. Include your Location ID when you write to your manager or to support: it makes your account faster to find. The number is shown at the top of the same window.
FAQ
The client base upload is part of free onboarding. Extended migration (visit history, memberships, loyalty cards, product catalog, payroll calculation schemes) is part of the paid onboarding levels. Check the cost for your company and the terms for additional locations with your personal manager: their contacts open from the question-mark icon (?) in the bottom-left corner of the screen.
Yes. Visit history is migrated on the Standard level (up to 10,000 records) and on the Premium level (up to 100,000 records). Free onboarding and the Quick start level do not include visit history.
Yes. The client base can be uploaded from an Excel file on your own, and the steps are described in Client base: how businesses use customer data for growth and retention. The onboarding team is needed when services, team members, memberships, products and visit history are migrated together with the base, and the modules are configured around the company processes.
After the license owner has accepted the invitation to the Altegio account and handed over the completed file based on the upload template. The migration does not start before that.
The system setup and the data upload take 2 to 5 days after the file is received. The full onboarding cycle including the training takes 20 to 45 business days.
Request the template from the onboarding manager and move the data into it. A file in an arbitrary format requires rework, which shifts the setup timeline.
Migration for additional locations is handled by the same onboarding team. Check the scope of work and the terms for the second and further locations with your personal manager.