Barrierline

Check what came in, move it in, and undo it if I need to

For the owner

You add your files, check the totals against your old system’s own numbers, and click Move it all in. Nothing goes into your customers, schedule or records before that, and you can undo the move for 30 days. A move you start and do not finish is cleared 14 days after you last worked on it, and the page shows the day; add your files again to start over. A move we prepared for you is kept until you check it or throw it away. You can have 3 unfinished moves at once. Start at Customers, then Move in from your old system. For the files to bring, see Which files do I export or send from my old software?.

  1. On Your old system, click your system, then Next: your files.
  2. On Your files, drop the files in or choose them. Each has a What it holds menu, such as Customers or Visits done (history). The page guesses; if it says Pick one, choose. Under the files, the first rows of each show with a This column is choice above every column, set to our guess. Change any that is wrong. Choices include Note for the tech (gate, dog, parking), Last visit date and Email: yes, no or stop. A column left on Not used is named on the Check. A sheet wider than the page scrolls sideways. To hide the columns, open the file’s ... menu and click Hide the columns.

Two plain questions can appear under a file with plans. When is each customer’s next visit due? shows when the sheet has no next service date. Pick Spread over the next 30 days (weekdays only, so no tech gets them all on one day), A set time after their last visit (needs a column with the last visit), or Pick one date. The plans stay either way; this only sets the day of each plan’s next visit. While your old system still schedules, pick one date after your cut-over day, or the spread, so no one is booked twice. A past day is not taken: the field says so. How often is …? shows for each plan name that does not say how often it comes round (the name “Quarterly general pest” does, so it is not asked; “Mosquito misting” does not). Pick Monthly, Every 2 months, Quarterly, Twice a year, Once a year or Weekly, or Not a plan for a cell that is not a plan at all. The answer is used for every plan with that name, and you cannot go on until each is answered.

If you bring a customers file and a plans file that hold the same plans, each plan comes in once, with the date from the plans file, whichever file you add first. The Check says how many were joined. A customers file whose plans are all in the plans file is not asked either question.

  1. Click Next: check it. Optionally type the customers, recurring plans and open balance from your old system’s own reports.
  2. Click Check everything. A table sets your files’ customers, recurring plans and open balance beside your old system’s numbers. A match gets a tick. A miss says how many more or fewer. It also counts booked appointments and past visits. If your customer file says a customer is cancelled, inactive or do not service, the page says how many of each. Those customers come in with that status and their plans paused, and nothing is booked for them. A status word we do not know comes in as active, and will be booked like any active customer; the row says the word. If your file has your old software’s billing frequency or amounts, the page says how many plans have them. They are kept with the plan, and nothing bills from them. There is no plan screen for them yet: read them in the move-in report you download after the move, or in the plans spreadsheet under Download everything. The Check also says how many customers owe money and how much (“3 customers owe $435.00 in all”; a balance of 0 is not counted). A customer in credit is said apart (“1 customer owes $120.00 in all, and 1 has a credit of $30.00”); the two are never added into one figure, how many new customers come with a note for the tech and how many last-visit dates the move will write (not for a customer already here, and not for a date that has not happened yet). It says which column the price came from, and it names the columns that had something in them and were not brought over, such as “Not brought over: Pest Pressure, Referral Source”, and the cells it could not read. About email: with no Email: yes, no or stop column, it says nobody is marked and every new customer comes in as Not asked yet (a customer already here keeps what you have on file); with one, it counts the yes, no and stopped.
  3. Deal with what the page lists. A row that cannot go in is grouped by its problem: fix the file and add it again, or click Skip. Rows that name a customer who is in none of your files get Skip too. A customer that looks like one already here gets Same or Different. Nothing is merged unless you say Same.
  4. Click Move it all in. You cannot click it until every problem is skipped or answered.

If you leave after step 4, the move waits at the top of the page as “A move you started”, with Check it and Throw it away. Nothing from it is saved. If you sent us your files, our prepared move shows there too, as “A move we prepared from your files”.

If it stops partway, a banner says so. Click Finish it to bring in the rest, or Undo it.

To undo a move, click Undo this move on the banner after the move, or on the ... menu in Earlier moves. It works for 30 days. It takes out what the move added and puts back what it changed, except what your office has worked on since. It does not take back what the move recorded for email (a yes, a no or a stop from your old system): that is kept for the email address. Change it on the customer’s page if it is wrong. The page names what stayed and why. A plan that came in paused, because its customer was cancelled or inactive, stays with its customer, and the same files again find them. If you have recorded a payment or a credit for a customer whose balance came with the move, and taking the balance off would leave them in credit, the undo stops before it does anything: void those payments and credits first and undo again, or keep the move. A new invoice alone does not stop it.

The report and the old visits. The move-in report is a CSV of every row and what happened to it. Pressing it says which file it downloaded. Old visits are on a customer’s page: open the Visits tab, then Before the switch. A last service date is not a visit: it shows as Last visit with “from your old system” on the page, and “The last one in your old system was Aug 14” where the visits would be.

What came over. The “Moved in” banner lists what the move brought, with counts: customers, last-visit dates, plans (and how many have a price), who owes what, past visits, stations and warranties. It also says plainly what was not in your files, such as “No visit history file, so none came over.” Only what is in the files you add comes over. When the move is done the first step is folded away; press Move in more to start another.

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Still stuck? Email help@barrierline.com.