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Klaviyo to Patient Copilot (Migration Guide)

This comprehensive guide provides detailed instructions for migrating from Klaviyo to Patient Copilot, covering the transfer of contacts, segments, automations, forms, and other essential assets. The goal is to ensure a seamless transition while leveraging Patient Copilot’s broader marketing and CRM capabilities. * * * ## Preparation for Migration ### Step 1: Review Current Klaviyo Setup - Identify Key Assets: List all critical assets in Klaviyo, including contacts (profiles), segments, automations (flows), forms, and email/SMS campaigns.

  • Document Workflows: Take screenshots or notes of all automation workflows, segments, and campaigns that are essential for ongoing operations.
  • Evaluate Data Volume: Assess the amount of data (contacts, custom fields, automations) that needs to be migrated. ### Step 2: Define Migration Objectives - Set Clear Goals: Identify the key reasons for migrating to Patient Copilot, such as integrated CRM functionality, enhanced automation, or better pricing.
  • Prioritize Critical Features: Focus on migrating the most critical features first to ensure uninterrupted operations. ### Step 3: Prepare Backup - Export Data from Klaviyo: Export all necessary data, including contact lists, custom fields, segments, and automation sequences.
  • Backup Data: Ensure all exported data is securely backed up before starting the migration process. * * * ### Step 1: Export Contacts (Profiles) from Klaviyo - Export Contacts: Navigate to the Profiles section in Klaviyo and select the profiles you want to export or use the export option for all profiles, then click Export profile data and download the data as a.zip file.
  • Export Segments: Document or export all segments from Klaviyo. Note the criteria used for each segment so that they can be recreated in Patient Copilot.
  • Export Automation Flows: Record all automation sequences, triggers, and actions by taking screenshots or documenting them manually. ### Step 2: Import Contacts into Patient Copilot - Import Contacts: In Patient Copilot, go to Contacts > Import Contacts and upload the CSV file exported from Klaviyo, then map the custom fields from Klaviyo to Patient Copilot during the import process.
  • Recreate Segments: In Patient Copilot, navigate to Contacts > Smart Lists to recreate the segments from Klaviyo, and use the criteria documented from Klaviyo to ensure accurate segmentation. * * * ## Recreate Web Forms ### Step 1: Recreate Forms in Patient Copilot - Rebuild Forms: Use Patient Copilot’s Sites > Forms to recreate forms from Klaviyo, and ensure that the design and fields closely match the original Klaviyo forms.
  • Configure Submission Actions: Set up actions for form submissions, such as adding tags or triggering workflows, similar to Klaviyo. ### Step 2: Embed Forms on Websites - Integration with Websites: Embed the Patient Copilot forms on your website using the provided embed codes.
  • Test New Forms: Test the forms to ensure they function as expected and integrate seamlessly with Patient Copilot. * * * ## Recreate Automations and Email Campaigns ### Step 1: Review Existing Automations (Flows) in Klaviyo - List Active Flows: Identify all active flows, including email/SMS sequences, triggers, and conditions.
  • Document Automation Flows: Take detailed notes or screenshots of each automation flow to facilitate recreation in Patient Copilot. ### Step 2: Recreate Automations in Patient Copilot - Build New Workflows: Go to Automation > Workflows in Patient Copilot, then recreate the automations from Klaviyo, using Patient Copilot’s triggers, conditions, and actions to achieve similar results.
  • Test Workflows: Test all recreated workflows thoroughly to ensure they function correctly, making any necessary adjustments. ### Step 3: Recreate Email and SMS Campaigns - Campaign Setup: Navigate to Marketing > Email Campaigns or Marketing > SMS Campaigns in Patient Copilot, then recreate the campaigns, ensuring to match the targeting, content, and schedule as in Klaviyo.
  • A/B Testing: If A/B testing was used in Klaviyo, replicate the tests in Patient Copilot’s campaign builder. * * * ## Setup Analytics and Reporting ### Step 1: Review Klaviyo Analytics - Document Key Metrics: Record important analytics from Klaviyo, such as open rates, click-through rates, and conversion metrics.
  • Identify Top-Performing Campaigns: Note down the top-performing campaigns and flows to focus on replicating their success in Patient Copilot. ### Step 2: Set Up Analytics in Patient Copilot - Performance Dashboard: Navigate to Dashboard > Performance in Patient Copilot to set up and monitor your marketing analytics.
  • Custom Reports: Use Patient Copilot’s custom report builder to create reports similar to those in Klaviyo, focusing on the metrics that matter most to your business. * * * ## Final Checks and Training ### Step 1: Perform Final Data Validation - Cross-Check Data: Verify that all data has been successfully migrated, including contacts, segments, automations, and forms.
  • Validate Workflows: Ensure that all workflows and automations are operational in Patient Copilot. ### Step 2: Train Team Members - Patient Copilot Training: Provide necessary training to your team on using Patient Copilot’s CRM, automation, and marketing tools.
  • Leverage Support Resources: Encourage your team to utilize Patient Copilot’s support resources for ongoing learning and troubleshooting. ### Step 3: Monitor and Optimize - Monitor Performance: Continuously monitor the performance of your Patient Copilot setup, making adjustments as needed to optimize operations.
  • Continuous Improvement: Regularly review your setup to ensure it meets your evolving business needs. * * * ## Decommissioning Klaviyo ### Step 1: Transition Period - Run in Parallel: Consider running both Klaviyo and Patient Copilot in parallel during the transition to ensure no disruptions in operations.
  • Gradual Phase-Out: Slowly reduce reliance on Klaviyo as you become more comfortable with Patient Copilot. ### Step 2: Cancel Klaviyo Subscription - Final Data Backup: Ensure that all necessary data is securely backed up before canceling your Klaviyo subscription.
  • Official Cancellation: Follow Klaviyo’s process to cancel your subscription and terminate any associated services. ### Step 3: Post-Migration Review - Review Success: Evaluate the success of the migration, documenting any challenges faced and lessons learned.
  • Ongoing Monitoring: Keep an eye on your Patient Copilot setup post-migration to catch and resolve any issues promptly. Was this article helpful? That’s Great! Thank you for your feedback Sorry! We couldn’t be helpful Thank you for your feedback Feedback sent We appreciate your effort and will try to fix the article