Import data from another system

Migrating from another system? AllEars.Vet imports your patients and guardians — no re-typing. There's direct support for SimplesVet (CSV file) and Vetsmart (data export spreadsheet, which also brings the clinical history), and importing through the chat understands CSV files from virtually any system.

Import from SimplesVet (dedicated screen)

1. In SimplesVet, export your clients: Reports → Clients → Export (CSV).
2. In the app, go to More → Settings → Import data and tap Choose file.
3. The app shows a preview: how many patients and guardians will be created, how many already exist, and how many rows have an issue. Nothing is saved at this step.
4. Review the numbers and tap Import. It runs in the background — you can leave the screen.

When it finishes, the records show up under Patients and Guardians.

Import from Vetsmart (with clinical history)

1. Ask Prontuário Vetsmart for your clinic's data export. You get an .xlsx spreadsheet named "Exportação Dados".
2. In More → Settings → Import data, choose Vetsmart and upload the spreadsheet unchanged.
3. The preview shows the patients and guardians and, under Clinical history, how many consultations, prescriptions, vaccines, weighings, exam requests and files come along. Nothing is saved at this step.
4. Tap Import. With hundreds of attached files it may take a few minutes; you can leave the screen.

The history comes in like this:

• Consultations become consultations without a recording (manual record), on the original date, with the medical record built from the history, physical exam, diagnosis and treatment. They don't count toward the monthly consultation limit.
• Prescriptions land on the patient's timeline with the drugs and dosage, linked to the same day's consultation. They don't count toward the monthly prescription limit.
• Applied vaccines come in with manufacturer and lot. When the next dose is still ahead (or only a few days late), it goes to the Agenda as a reminder; old reminders that were never applied stay only as a note on the vaccine, so the Agenda isn't flooded with years-old pending items.
• Weights and body condition score, exam requests, certificates, follow-ups and the attached files (reports, exams, photos) also land on the timeline. The animal's photo becomes the patient's photo.
• Vetsmart's finance, stock and agenda are not imported.

Which workspace the records go to

The import writes to the workspace open when you start it: if you work in a clinic, open the clinic before importing, and the patients and guardians are visible to the whole team. The preview shows the destination (Records go to: …). If the records ended up in the wrong workspace, move them to the right one in Settings → Move data, with no need to import again.

What gets imported

• Patients: name, species, breed, coat, sex, neuter status, date of birth and microchip.
• Guardians: name, CPF/CNPJ, e-mail, phone and address.
• Each patient is linked to its guardian, just like a manual record.

Automatic safeguards

• Sales placeholder records are skipped. Systems like SimplesVet create fake "animals" to attach point-of-sale entries (with names like VENDAS, Pet, Documentos). Those aren't real patients, so they're dropped automatically — but the client on that row is still imported. To bring them in anyway, tick Also import the sales records in the preview.
• No duplicates. If you import the same file again, the app recognizes what was already imported and won't duplicate it — it only creates what was missing. This also applies to the Vetsmart history.
• Patients you had already registered are recognized (by the guardian's CPF and the animal's name) and receive the history, without creating a copy.
• Deaths. Patients marked as deceased in the source come in with a note recording the death.
• Problem rows (e.g. missing a name) are skipped, and you can download the list of them afterwards to fix and re-import.

Import through the Mima chat

You can also attach the CSV in the chat and ask Mima to import it — this even works with files from other systems, because she understands the columns. Mima shows the preview numbers and only imports after your confirmation.