Data Migration Guide

What to expect when you move your data to Theralytics, from your first migration conversation to the final audit.

Moving to a new platform is a big step. This guide explains how your migration is planned, what you will be asked to do, and how we keep you informed until your data is checked and ready to use.

1. How your migration is planned

Your migration approach is decided as soon as you subscribe. It depends on the size of your agency and how complex your data is.

2. What can be migrated

Before anything moves, we evaluate whether each type of data can be extracted from your current platform.

For anything you transfer yourself, we provide guidance on manually moving client and staff documentation, along with best practices for transferring programs and behaviors.

3. Before we move any data

We put a few safeguards in place first, so your records stay protected and your timeline lines up with your exit from your current platform.

• Backup: we confirm you have backed up all of your data, or that you still have active access to your current platform.
• Exit date: we confirm the date you leave your current platform so we can align timelines.
• Two ETAs: we give you a migration ETA (when your data transfer to Theralytics will be complete) and an audit ETA (when the quality check will be complete).

4. How your migration works

4.1 Migration meeting

In your migration meeting, we confirm exactly what will be migrated so nothing is left behind. We will ask you to decide:

• Domains, programs, targets and behaviors: whether to migrate active items, inactive items, or both, and which statuses to include (for example Baseline, In treatment, On Hold, Mastered, No Status, Current and Discontinued).
• Documentation: how your files should be organized, including folders, sub-folders and document types.

4.2 Give the migration team access to your current platform

1. Create a login on your current platform for migrationteam@theralytics.net.
2. Let your implementation specialist know the login is ready.

4.3 Test migration

We start with a trial run using an example client. If you do not provide one, we choose a client with varied data, such as different target or recording types, to confirm the system handles your data flexibly.

4.4 Mapping preview and your approval

Before we migrate, we show you exactly where your data will land in Theralytics so you can confirm you are happy with it.

1. We record a short video that shows your current platform and Theralytics side by side, using an example client or staff member.
2. The video shows where items such as targets and behaviors from your current platform will appear in Theralytics, and how your folders will be organized.
3. You review the video and send us any questions. We answer every question in writing.
4. You give us formal written approval of the mapping. We do not start the full migration until we have it.

4.5 Migration and updates

Once we confirm the turnaround time for your migration, your implementation specialist tells you the expected completion date. We then stay in touch while the migration is in progress.

• If we find any changes in your data or run into a technical issue, we tell you right away so you can decide on a course of action.
• If the issue is on the Theralytics side, we escalate it to our development team and let you know if it will delay your completion date.
• If the issue is on your current platform, we open a ticket with that platform's support team and keep you updated, including if the migration is paused or if their support is slow to respond.

5. Post-migration audit

Every migration is followed by a mandatory audit to check that your data is complete and works as expected.

• Functionality check: we verify that all of your data is fully operational in Theralytics.
• Discrepancy resolution: we address and resolve any data mismatches the audit finds.

The audit has its own ETA, separate from your migration ETA. If you notice anything that looks wrong at any point, tell your implementation specialist.

6. Who does what

7. Your migration checklist

• Back up your data, or confirm you will keep active access to your current platform.
• Share your exit date from your current platform.
• Confirm your Go-Live date
• Decide whether to migrate active items, inactive items, or both, and which statuses to include.
• Create a login for migrationteam@theralytics.net on your current platform.
• Review the mapping preview video and approve it in writing.
• Stay in touch with your implementation specialist through the audit.

8. Common questions

How long will my migration take?

It depends on the size of your agency and the complexity of your data. Once the migration team confirms the turnaround time, you receive a migration ETA and a separate audit ETA.

Will everything I have in my current platform be migrated?

We evaluate each type of data before we start. Complex items are reviewed in your migration meeting, and we audit data before confirming it can be migrated. For items you move yourself, we provide transfer guidance.

What happens if I do not have a Go-Live date yet?

We pause the data export until you have one. Your Go-Live date is the hard cutoff for data collection on your current platform.

What if there is a problem on my current platform's side?

We contact that platform's support team, open a ticket, and keep you updated on progress and any delays.

Questions about your migration?

Your implementation specialist is your main contact throughout the process.