Migrating from spreadsheets to ImmPilot
For practices that have run on a shared tracker workbook and are ready to move to a structured system without losing the historical clarity of the sheet.
Before you start
Consolidate your working sheet to a single source of truth. If you have multiple copies (personal, shared, and one from last year), decide which is authoritative before migrating. Everything else becomes history, not data.
Preparing the data
Normalise the sheet: one row per client, consistent column names, cleaned country codes, standardised date formats (ISO 8601 recommended). Split combined name fields into first and last. Remove any rows that are notes, headers, or subtotals.
Mapping to the platform
Match your columns to ImmPilot fields. Client name, contact, program, current stage, and target submission date are the essentials. Use our sample mapping template as a starting point.
Importing
Upload the prepared CSV via Clients → Import. The importer validates each row and shows a preview. Nothing is written until you confirm. Import in batches of 100 to keep review manageable.
Opening cases
After clients are imported, use the bulk case import to create an active case for each ongoing engagement. Cases are created at their current stage — historical activity is not reconstructed, only the current state.
Cutover
Pick a cutover date. From that date forward, all new activity happens in ImmPilot. The spreadsheet becomes a read-only archive. Do not run both in parallel for long — three weeks maximum.
What you gain
Enforced structure, full audit trail, client portal, deadline management, and the ability to grow the practice without the sheet becoming a bottleneck.
Ready to plan your migration?
Our onboarding team runs the migration for you as part of your Practice plan. Book a scoping call.