Moving from another system?
Here's how the switch works.
Pregnancy centers, Love INC affiliates and ministries move to CoolFocus to get client care, scheduling, donors and giving into one place. A good switch starts with your data, not a sales pitch.
One system instead of several. What you can bring together when you switch.
Client care
Intake, visits, charting and follow-up, with the audit trail, permissions and Business Associate Agreement your client records call for.
Learn moreScheduling
Online booking, staff calendars and text reminders, built in, so appointments live on the same record as the client.
Learn moreTexting and messages
Two-way texting and secure portal messages, with the client’s record beside the conversation.
Learn moreDonors and giving
Donor history, pledges, batch entry, online giving with CoolPay, and QuickBooks Online sync on the Plus and Premium plans.
Learn moreStaff and volunteers
Volunteer applications, staff scheduling, time sheets and background check tracking.
Learn moreReporting
Saved segments and reports across clients, donors and volunteers, because it all lives in one database.
Learn more
How a switch works. Five steps, in order, with no surprise cutover.
- 01
Data assessment
We look at what you use today and what you keep in it: clients, donors and gifts, appointments, volunteers, notes and files. We also check which exports your current system can give you. You come away knowing what a move involves before you commit.
- 02
Agree the import scope
Together we decide what comes over, how your fields map to CoolFocus, and what stays archived. The scope is written down before any import starts, so nothing is a surprise.
- 03
Import and validate
Your data comes in and your team checks it against the old system: sample records, counts and giving totals. Anything that doesn’t match gets fixed before you rely on it.
- 04
Get your team comfortable
Staff learn CoolFocus on your own records, not a demo database. Our support team is available by live chat, phone and email while everyone settles in.
- 05
Cut over
Pick the day your team stops entering data in the old system and starts in CoolFocus. Bring over any last changes, then work from one place.
Questions about switching. What teams ask before they move.
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Can we bring our existing data into CoolFocus?
In most cases, yes. What can come over depends on what your current system lets you export and how the data is organized. The data assessment answers this for your organization before you commit, and the agreed scope spells out exactly what will move.
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Does CoolFocus help with the import?
Yes. Data import and migration assistance is available by request on every plan, for an additional fee. We’ll scope it with you after the data assessment so you know the cost up front.
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How long does a switch take?
It depends on how much data you have, how many systems it lives in, and how much clean-up it needs. The data assessment gives you a realistic timeline before you start.
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We use separate tools for scheduling, donors and client care. Can CoolFocus replace them?
That’s what it’s built for. Client care, scheduling, texting, donors, online giving, events, volunteers and reporting share one database, so you aren’t matching records across tools. Compare the plans to see which modules each one includes.
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How is client information protected?
CoolFocus keeps a trail of who viewed, changed and signed each record, limits what each staff member can see, and supports multi-factor sign-in. You sign the Business Associate Agreement in the app. See the Security page for details.
Start with a data assessment.
Tell us what you use today. We'll walk through what a move to CoolFocus looks like for your organization.