SimplePractice Export Missing Appointments?

Last reviewed: October 7, 2026.

SimplePractice data exports do not include client appointments, so an archive with notes and billing documents but no calendar is working as designed. To keep a record of past sessions, run the Appointment status report separately, and plan to rebuild your future schedule in the new system.

What the export includes, and who can run it

SimplePractice’s data-export instructions describe Complete, Sessions, and Contacts exports. Complete includes clinical and billing documents; Sessions leaves out client contact details. Only the Account Owner, or a practice manager with export permission, can run a general export. A clinician leaving a group needs that person to run it.

The export is a password-protected file. SimplePractice emails the password separately when the export starts, then sends another email when the file is ready. Keep both emails. Without the password email, the file will not open.

What we see when practices export

• It can take a long time. A Complete export for one practice we work with sat near the end of processing for hours, and the finished file was many gigabytes. Start it well before your old subscription ends.

• The download link expires. SimplePractice’s transfer-export guide says links expire after one week. Download the file promptly and confirm it opens.

• The import is a separate check. When a practice moved its SimplePractice clients into Bomi’s EHR, they all arrived marked inactive (as they were in the old system) and one client was duplicated. Our advice was to confirm every client copied over before disconnecting, and to keep the export as a backup.

• The calendar needs rebuilding. After the import, the clinician built their upcoming schedule, including blocked-off time, in the new calendar. Budget time for that before the first day in the new system.

Pull your appointment history separately

The Appointment status report is under Analytics > Reports > Clients & Appointments. It lists Show appointments with their billing and documentation status. Check the date range, clinician, and status filters before exporting it, because earlier selections can stay in place.

The report is a history, not a calendar transfer. It will not recreate future appointments, cancellations, or blocked time in another EHR. Do not recreate visits from memory; use the report as your record of what happened.

Before you close SimplePractice

1. Open the export and confirm a few notes and documents are readable.

2. Compare client counts between SimplePractice and the new EHR, and look for duplicates and wrong active or inactive status.

3. Save the Appointment status report for the date range you need.

4. Check open insurance claims. Claims already sent from SimplePractice keep processing there, and their remittances may still arrive there.

5. Store the archive somewhere secure, and keep the password with it.

If you are a clinician leaving a group, the export may include notes or messages from other clinicians for shared clients. Review them before sending anything to a new practice.

For unpaid claims during the move, see switching EHRs with unpaid claims.

Frequently Asked Questions

Does a Complete export include my calendar?

No. SimplePractice leaves appointments out of all data exports. Use the Appointment status report for past sessions and set up your future schedule in the new system.

My export has been processing for hours. Is it broken?

Not necessarily. Large Complete exports can take hours and produce a very large file. Wait for the “ready” email, and use the password from the separate email to open it.

Sources

SimplePractice: Exporting client information through data exports

SimplePractice: Exporting and downloading client data for transfer

SimplePractice: Navigating the Appointment status report