Migrate from TherapyNotes
to SchedulingKit
A practical guide to moving from TherapyNotes to SchedulingKit: what you recreate by hand, what you reconnect, and what stays in TherapyNotes. There is no one-click migration. Clinical notes, billing and telehealth don't move, and schedulingKit is not HIPAA compliant and does not sign Business Associate Agreements (BAAs). Most practices should stay on TherapyNotes.
Migrating from TherapyNotes to SchedulingKit takes about 1-2 hours. This step-by-step guide covers data export, account setup, and going live. See how the two compare in our TherapyNotes alternative breakdown.
What Transfers
Can Be Transferred
- Services, durations and prices (recreated by hand)
- Staff and working hours (staff re-invited, hours re-entered)
- Calendar connections: Google, Outlook/Microsoft 365, Apple iCloud (reconnect)
- Video links: Zoom, Microsoft Teams or Google Meet (reconnect)
- Payment processor: Stripe, PayPal or Square (reconnect, Standard and above)
- Client contact list (keep your TherapyNotes export for reference; SchedulingKit creates records as clients book, and you can add key clients one at a time on Standard and above)
Cannot Be Transferred
- Past appointment history from TherapyNotes
- Upcoming appointments already booked in TherapyNotes (they stay there unless you re-enter them)
- Client notes and profile fields (no CSV import)
- Payment and invoice history
- Progress notes, treatment plans and assessments
- Insurance billing and claims
- Telehealth sessions
- Client portal intake forms
Migration Steps
Follow these steps to complete your migration in 1-2 hours
Export or Record Your TherapyNotes Setup
Decide whether any non-clinical scheduling could move at all. Clinical records, billing, intake and telehealth stay in TherapyNotes. SchedulingKit has no import tool and no CSV client import. Your export is for your own records: you'll use it to recreate services, check nothing is missed and email clients your new link.
💡 Tips:
- •Screenshot each service's duration, price and settings
- •List the upcoming appointments already booked in TherapyNotes
- •Save your client contact list for your announcement email
Create Your SchedulingKit Account and Choose a Plan
Sign up free, then pick the plan that matches what you use in TherapyNotes. Standard ($12 per seat per month) adds online payments, SMS reminders, Workflows, reviews and the client portal; Pro ($20) adds Round Robin and Collective scheduling, recurring bookings, packages, gift cards, Zapier and the API. The Free plan covers one team member and one calendar connection.
💡 Tips:
- •Paid plans start with a 14-day trial
- •Check which features you rely on before choosing a plan
Recreate Your Services
Create each service by hand with its duration, price and location, and choose One-on-One or Group (with a capacity). Set the cancellation deadline and minimum notice clients must respect when they reschedule or cancel.
💡 Tips:
- •Start with your most-booked service
- •Set reminder timing per service
Add Staff, Hours and Calendars
Invite team members, set each person's working hours and days off (per location if you have several), and connect Google, Outlook or Apple iCloud calendars so busy times block availability. Connect Zoom or Microsoft Teams, or use Google Meet through Google Calendar, for virtual appointments.
💡 Tips:
- •Connect calendars before sharing your link to avoid double-bookings
- •Clients can pick a team member or Any Available
Check Compliance Before Moving Anything
SchedulingKit is not HIPAA compliant and does not sign Business Associate Agreements (BAAs). If you are a HIPAA covered entity, keep scheduling in TherapyNotes or another compliant system.
💡 Tips:
- •Never put clinical details in booking notes
- •Ask your compliance advisor if unsure
Test, Switch Links and Run Both Tools in Parallel
Make a test booking end to end, including payment and reminders. Then replace your TherapyNotes links with your SchedulingKit link, inline embed, popup widget or button link, and email regular clients the new link. Keep TherapyNotes active until the appointments already booked there are finished, then cancel.
💡 Tips:
- •Update your website, email signature, Google Business Profile and social links
- •Don't cancel TherapyNotes until its last booked appointment has passed
Feature Comparison
How TherapyNotes features map to SchedulingKit
| Feature | TherapyNotes | SchedulingKit |
|---|---|---|
| Appointment Booking | Client portal scheduling | Booking pages; AI chatbot add-on |
| Reminders | Email and SMS reminders | Email; SMS on Standard and above |
| Client Intake | Client portal intake forms | Not available |
| Telehealth | Built-in HIPAA-compliant video | Zoom, Google Meet or Teams linksSchedulingKit is not HIPAA compliant; check your own video compliance |
| Calendar Sync | Internal calendar | Google, Outlook, Apple iCloud |
| Group Scheduling | Limited | Round Robin for multi-clinician practices (Pro) |
| Payment Collection | Built-in billing | Stripe, PayPal, Square at booking; no insurance billing |
What to Expect
What You'll Gain
- Booking for non-clinical services where compliance allows
- Round Robin across clinicians on Pro
- Free plan for one person
- Optional AI chatbot add-on
Things to Consider
- Clinical documentation (progress notes, treatment plans, assessments)
- Insurance billing and claims processing
- HIPAA-compliant telehealth and a BAA
- E-prescribe functionality
- Integrated patient chart
Migration Questions
Further Reading
- G2: Scheduling Software Reviews — Compare scheduling platforms before switching.
- Capterra Scheduling Software — Independent reviews and comparisons.
Ready to Switch from TherapyNotes?
Set up takes about 1-2 hours of manual work. Start free today.
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More About TherapyNotes
Looking for a TherapyNotes alternative?
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When this isn't for you
This is not for you if you're staying with your current platform. The migration walkthrough only matters when you've already decided to switch. Skip if you're still evaluating options.