Ask us about free migrations into Oathtrack
Already have an export ready? Ask whether your data can be in your Oathtrack dashboard in minutes. We'll review your current system and files, then confirm what can move, the timing, and whether your migration is free.
Start with your current software and the number of residents you manage. Please don't send resident records through the public contact form; our team will arrange how to share files.
Switch in three steps
- Tell us what you use. Let us know whether you're moving from spreadsheets or another system, and which records you want to keep.
- Plan the transfer. We'll review your export and confirm which records can move, any costs, and a timeline before you start.
- Review your dashboard. Go over a sample of your transferred resident records, balances, and documents with your team before making the switch.
What would you like to bring over?
- Resident details, intake records, and house assignments.
- Balances and charge or payment history.
- Drug-test results and testing history.
- Medical or clinical records your program maintains.
- Resident notes, incident reports, and follow-up records.
- Documents, signed forms, and agreements.
What we can transfer depends on your current system and export format. We'll confirm which records can move and which need additional work. Ask your payment provider about transferring saved payment methods.
Before switching, check resident counts, balances, and staff access. Choose which system will send reminders and collect payments, and keep an authorized backup of your old records.
Your migration checklist
Keep track of records, balances, permissions, and the final switch with your team.
Download migration checklistView the full checklist
| Step | What to review |
|---|---|
| Inventory | List homes, residents, applications, intake records, balances, drug-test results, medical or clinical records, resident notes, incident reports, documents, and staff. Note where the most up-to-date version of each record is stored. |
| Authorize exports | Confirm who may export and receive the data, the approved transfer method, and who will retain the old records. |
| Match fields | Match fields in your current system to fields in Oathtrack, including resident IDs, dates, statuses, and house assignments. |
| Resolve duplicates | Review possible duplicate people manually; shared email addresses alone do not establish that two resident records are the same person. |
| Prepare documents | List attachments and signed records, their file types, and the residents they belong to. Identify any records that must remain in your old system. |
| Check balances | Agree whether to transfer opening balances or full transaction history, and avoid counting both as new charges. |
| Set permissions | Give staff access to the houses and records they need, including drug-test results and medical or clinical records. Review access for each staff role. |
| Review a sample | Move a small approved sample, compare record counts and balances, and note anything missing or incorrect. |
| Train staff | Have each role complete intake, a payment task, a record lookup, and a shift handoff in the new workflow. |
| Plan the switch | Choose who will coordinate the move and when to stop entering data in the old system. Decide which system sends reminders and accepts payments during the change. |
| Check the final transfer | Confirm resident counts, house assignments, balances, documents, and changes made since the first export. |
| Keep required records | Keep authorized backups or read-only access under your retention requirements. Resolve missing or incorrect records before retiring the old system. |
Let's talk about your move
Tell us what you're using today and which records you want to bring to Oathtrack. Our team will help you plan the move.