Importing Data from SimplePractice
How to bring a SimplePractice export ZIP into PracticeRunner, what to expect during import, and how to review the migration afterward.
PracticeRunner can import client records, clinical notes, appointments, and intake forms from a SimplePractice export ZIP. The import runs in the background after upload, so you do not need to keep the page open while records are being processed.
Before you begin
Export your data from SimplePractice as a ZIP archive. Keep the ZIP intact. Do not unzip the archive, rename internal folders, or move files around before uploading it to PracticeRunner.
Before starting, make sure you have:
- the complete SimplePractice export ZIP
- the ZIP password, if the export is password-protected
- time to review the import transcript after processing completes
SimplePractice exports can be large. That is normal, especially when the archive includes PDFs, uploaded files, and historical clinical records.
Start the SimplePractice import
- Go to Settings -> Data Import.
- Choose SimplePractice as the import source.
- Click the upload area, or drag and drop your
.zipfile onto it. - If your ZIP is encrypted, enter the password in the ZIP Password field.
- Click Start Migration.
The file uploads directly and securely to cloud storage, then a background job begins processing it. You can leave the page and come back later to check progress.
Choose SimplePractice for SimplePractice exports. PracticeRunner uses a different import reader for PracticeRunner backup packages.
What the SimplePractice import can bring over
| Data | Description |
|---|---|
| Clients | Client profiles and contact information |
| Documents | Clinical notes and session records |
| Appointments | Historical appointment records |
| Forms | Completed intake and other form submissions |
Original source files are stored securely and remain available after the import completes, unless you later delete the source ZIP from the migration history.
What to review after import
After the import finishes, review a small sample before using the imported records day to day.
Good checks include:
- a few active clients
- a few archived or inactive clients, if applicable
- recent and older appointments
- clinical notes or session documents
- intake forms or submitted documents
- contact details for clients with more than one email or phone number
Imported data depends on what is present in the SimplePractice export. If something is missing from the source ZIP, PracticeRunner may not be able to create it during import.
Tracking progress
The Migration History section on the same page shows all past and active imports. Each entry displays:
- Status:
PENDING,PROCESSING,COMPLETED,FAILED, orROLLED_BACK - counts of records created, such as clients, documents, appointments, and forms
- a reference number for use when contacting support
- a View Transcript link, when available, with a detailed log of what was processed
The page refreshes automatically every 10 seconds while a job is pending or active.
If something goes wrong
Failed import: If the job shows FAILED, click Rerun to retry using the same uploaded file. You may be prompted to re-enter the ZIP password.
Wrong source selected: If a SimplePractice ZIP was uploaded with the wrong import source selected, roll back the import if records were created, then start again and choose SimplePractice.
Rollback: Any COMPLETED or FAILED import can be reversed with the Rollback button. This removes records that were created during that import batch. This action cannot be undone.
Need help: Contact support with the migration reference number. The transcript can help identify which file or record caused a failure.
Tips for SimplePractice exports
- Large archives can take time to process, so it is normal to leave the page and come back later.
- Use the full SimplePractice export ZIP rather than selected loose files.
- Keep the export password available until the import completes.
- Run separate imports only when you intentionally have separate export packages.
- Review the transcript before deleting the source ZIP.
PracticeRunner backup imports
The same Data Import page can also import a PracticeRunner data export package. Choose PracticeRunner as the source when you are importing a PracticeRunner export, not a SimplePractice ZIP.
PracticeRunner backup imports use structured PracticeRunner export data. They are separate from the SimplePractice import reader.
PracticeRunner backup imports can support backup and support-assisted recovery. They can also support carefully planned organization transitions, such as moving selected records between PracticeRunner practices or consolidating solo practices into a group practice.
Those transitions may need support review before import. Client permissions, billing history, duplicate records, provider ownership, and access controls should be handled intentionally, especially when records are moving between organizations.