Migrating from Klara

1. Export your data

In Klara, head to Settings → Data export and grab CSVs for: contacts, conversations, appointments, and forms. Klara's exports are well-formed but use Klara's own column names — we map them in step 3.

2. Stand up a service account

Create one in Settings → Service accounts with role ADMIN(you'll downgrade once the migration is done). Save the token as HEARTHNOTE_TOKEN in your shell.

3. Map the columns

4. Bulk import

Loop the CSV with whatever tool you like and POST to /api/contacts. We'd recommend a 100-record batch with 250 ms of jitter between batches, to be a polite client.

import csv, os, time, requests

TOKEN = os.environ["HEARTHNOTE_TOKEN"]
HEADERS = {"Authorization": f"Bearer {TOKEN}", "Content-Type": "application/json"}

with open("klara_contacts.csv", newline="") as f:
    reader = csv.DictReader(f)
    for row in reader:
        body = {
            "firstName": row["First Name"],
            "lastName":  row["Last Name"],
            "email":     row["Email Address"] or None,
            "phone":     row["Cell Phone"] or None,
            "lifecycle": "PATIENT" if row["Status"] == "Active" else "INACTIVE",
            "notes":     row.get("Notes") or None,
        }
        r = requests.post("https://app.contactfollowup.com/api/contacts", json=body, headers=HEADERS, timeout=30)
        if not r.ok:
            print("FAIL", row["Email Address"], r.status_code, r.text)
        time.sleep(0.25)

5. Forward inbound messages during the cutover

Klara's web inbox can forward each conversation as email. Point that forward at the ContactFollowUp inbox webhook (POST /api/inbox/webhook) and set the shared-secret header. See /docs/webhooks for the auth contract.

6. Downgrade your migration account

Once you've verified counts and spot-checked records, drop the migration service account's role to READONLY (or revoke the token outright). The principle is the same as any rotation: the least-privileged token wins.