Prepare for Migration Support

When To Use This#

Use this page when you are moving your data into Hello Sniff and need to review imported records or invite families into the customer portal. The Data Migration page in settings shows a summary of imported data, a button to request migration help, and an invite center for sending families their portal setup emails. Migration support depends on your plan and situation, so the scope, timing, supported files, and availability aren't guaranteed here.

Only owners and managers can open the Data Migration settings page.

Before You Start#

• Confirm you are signed in to the correct business account.
• Check whether you selected a migration source during setup or chose to start fresh.
• Supported systems, files, timing, import coverage, and support availability depend on your plan and situation.

Migration Source#

When you selected a migration source during setup, the Data Migration page shows a "Migrating from" label naming that system. If you chose to start fresh, no source label appears.

If the source looks wrong, check the choice you made during setup.

Imported Data Summary#

The Data Migration page shows a summary of the records currently visible in your account, including families, contacts, dogs, bookings, attendance, billing records, documents, vaccine records, and message history. Most categories with nothing visible yet are highlighted so you can spot gaps. The summary also calls out how many families still need a portal setup email and how many are skipped because no email address is on file.

Use the Families, Dogs, and Documents pages to review individual imported records in detail.

Requesting a Migration#

If you need Hello Sniff to import or refresh your data, use the "Request a migration" button on the Data Migration page. It opens a support request pre-filled with your business name and prompts for your current system and preferred timing. The scope, timing, and availability depend on your plan and situation; the migration team follows up with next steps.

Inviting Families After Migration#

Once your roster looks ready, the invite center on the Data Migration page sends families the setup email they need to join the customer portal. It groups families by status:

• Eligible: active families with an email address, no portal account yet, and no balance that needs review.
• Balance hold: families who would otherwise be ready, but have an open balance to review before their first setup email.
• Email failed: families whose setup email bounced or could not be sent; fix the address before retrying. If the address is already in use by an active staff account, the invite fails with an "account already exists" reason and retrying the same address will not help; give that family a different email address.
• Invited: families with a current setup link who have not signed in yet.
• Setup started: families who signed in but still have required setup items left to finish.
• Ready: families who can sign in and have completed their required portal setup.
• Expired: families whose earlier setup link expired and can receive a fresh one.
• Needs card: families who can sign in but still need to add a payment card.
• No active dog: active families held back because they do not have an active dog yet.
• Service review: active families with an email and an active dog who can still be invited, but whose bookable services are not ready yet, so they are flagged here as a secondary note for staff to confirm service access. Filter to this status to see everyone still waiting on service setup.
• No email: active families skipped because no email is on file or email is turned off for the contact.
• Inactive: inactive or archived families skipped from sends.

Select a status to see the families in it, and use the search box to narrow the list by family, contact, or email. Each family row shows its latest setup activity, such as when an email was delivered or a setup link was opened, and links to the family record for follow-up. The list previews the first 50 families in a status; when more match, a note below says how many more are in that group.

Four batch actions are available, each shown with the number of families it can reach:

• Review invitations sends first-time setup emails to eligible families. You can send to everyone who is ready or choose a smaller group.
• Review reminders re-sends a setup reminder to invited families who have not signed in yet, once enough time has passed.
• Retry failed emails re-sends only to families whose setup email failed to send. Bounced addresses aren't included, so correct the address first before it can receive a setup email. Families whose address is already in use by an active staff account aren't included either; give those families a different email address rather than retrying.
• Renew expired links sends a fresh link to families whose setup link expired.

Each action opens a review step before anything is sent, where you can preview the exact email and the full list of who will receive it. For first-time invitations you can also add a short personal message that replaces the standard wording; the greeting and setup button stay in place. All four actions require permission to invite users, so the buttons are disabled without it, and each button is also disabled when its group is empty.

After you send, Hello Sniff queues the batch and a status panel appears in place. You can keep working while it sends. The panel first confirms how many invitations were queued, then updates on its own as they process, so you don't need to refresh to watch progress. When it finishes, it shows how many were sent and, if any need attention, how many need follow-up, pointing you to the filters below to see which families and why. If your account isn't fully set up to send customer email yet, some invitations are held and counted as not sent.

Starting Fresh#

If you are starting fresh, use the customer, family, dog, service, room, and document workflows to build records manually. Starting fresh does not include migration support.

When Migration Details Are Missing#

• If the page shows that migration status or migration data is unavailable, refresh the page; if it continues, note the alert when you contact support.
• If the migration source looks wrong, check the source you selected during setup.
• If expected records are missing from the imported data summary, use the "Request a migration" button to ask for an import or refresh; what will be covered depends on your plan and situation.
• How long migration takes, what files are supported, which records are included, and whether support is available depend on your plan and situation.