Migrating from spreadsheets or a legacy CRM to AtomCRM
Most clinics that move to AtomCRM are coming from one of three places: spreadsheets shared on a drive, a general-purpose sales CRM that never quite fitted healthcare, or an IVR portal plus notebooks. Each has its own mess to clean up, and each has data worth keeping.
This guide walks through the move in the order that causes the least disruption to a calling team that cannot stop taking calls while it happens.
- Decide what to bring across: open leads and recent history, not every row ever entered.
- Clean duplicates and phone number formats before import, because call capture matches calls to leads by number.
- Map old statuses to AtomCRM stages, and add reasons to leads that were closed without one.
- Export any recordings you must keep from your IVR provider before the contract ends.
- Pilot on two or three handsets, run a short overlap, then cut over on a fixed date.
Three starting points, three kinds of mess
Spreadsheets
Usually one sheet per campaign or per telecaller, with inconsistent columns, duplicate patients and statuses typed differently by each person.
A general sales CRM
Cleaner data, but stages built for sales deals, custom fields bolted on for healthcare, and call history that lives somewhere else.
IVR portal plus notebooks
Call logs and recordings on the vendor's system, lead notes on paper or in chat groups, and no link between the two.
Decide what is worth bringing across
The temptation is to import everything. Resist it. A CRM full of five-year-old dead leads makes every list slower to work and every report harder to trust.
Bring across open leads that someone could still call, leads closed recently enough to be worth a recall, and past patients who agreed to be contacted for check-ups or renewals. Archive the rest in a file you keep, rather than loading it into the system your telecallers work from every day.
Clean the data before it goes in
Cleaning after import is always harder. Do it in the spreadsheet or export file first.
- Standardise phone numbers. One format, with the country code handled the same way everywhere. The calling app captures calls from the handset and places them against the lead with that number, so inconsistent formats split one patient's history.
- Merge duplicates. The same patient entered by two telecallers, or once per campaign, becomes one lead with the combined notes.
- Fill the source. Where you know it, record whether the lead came from Google, Meta, WhatsApp, referral or walk-in, so reports on source mean something from day one.
- Check consent. Only bring across people who enquired or agreed to be contacted. Record opt-outs so they are honoured from the first day.
Map old statuses to AtomCRM stages
Old systems accumulate statuses. Map them to the stages configured for your clinic during setup. A typical mapping:
| Old status (examples) | AtomCRM stage | What to add |
|---|---|---|
| New, fresh, untouched | New enquiry | Nothing; they go straight into the calling list |
| Called, RNR, not reachable | Contacted or new, depending on whether anyone connected | A note of the last attempt |
| Interested, hot, warm | The matching consideration stage | A callback date, because these need one |
| Appointment fixed | Consultation booked | The appointment date |
| Not interested, dead, junk | Lost | A reason where you can find one |
Leads marked interested with no date are the most valuable rows in any old system and the most neglected. Give each a callback date during the move, and they will appear in the Follow-ups screen on day one.
Deal with recordings and the IVR contract
Recordings held by an IVR or cloud telephony provider stay with that provider. Before your contract ends, export any you need to keep for quality, disputes or record-keeping, and store them according to your own retention policy.
New recordings in AtomCRM come from the handset's built-in recorder and are matched to calls on the lead from the day each phone is paired. Plan the IVR's end date after your overlap period, not before.
Pilot, overlap, cut over
- Pilot on two or three handsets. Confirm recordings match and calls land on the right leads using your cleaned data.
- Pair the whole team. Each telecaller signs in with their own AtomCRM account, which pairs their phone. There are no activation codes.
- Run a short overlap. Keep the old system read-only so nobody enters new data there, and keep the IVR live until the forwarding and escalation ladders are trusted.
- Cut over on a fixed date. Announce it, archive the old sheets, and let the IVR contract lapse.
- Review after two weeks. Overdue follow-ups, missed calls rescued and lost, and any leads without a stage or reason.
Setup is covered by the one-time fee of ₹50,000/-: configuring stages, lead sources, forwarding and escalation ladders, and the handset pilot. After that, pricing is ₹799/- per telecaller per month.
What AtomCRM costs
₹50,000/- one-time setup
+ ₹799/- per telecaller per month
Monthly pricing scales with the size of your calling team, not with call minutes, because calls run on your own SIM plans. Setup covers configuring stages, lead sources, forwarding and escalation ladders, and the handset pilot.
AtomCRM is live at 80+ healthcare centres in India, including 15+ IVF centres, 20+ aesthetic centres and 10+ eye centres.
Migrating to AtomCRM: common questions
Can we import our existing leads into AtomCRM?
Yes. Open leads, recent history and past patients who agreed to be contacted can be brought across during setup. We recommend cleaning duplicates and phone formats first.
Will we lose our old call recordings?
Recordings held by your IVR provider stay with that provider. Export the ones you need to keep before the contract ends. New recordings in AtomCRM start from the day each phone is paired.
How long should the overlap with the old system be?
Long enough for the team to trust the new ladders and routine. Keep the old system read-only during the overlap so data is only entered in one place.
Does the calling app upload old calls from the phones?
No. A fresh install uploads none of the calls already on the phone, and nothing older than twelve hours is ever sent.
What does the migration cost?
Setup, including configuring stages, sources, ladders and the handset pilot, is covered by the one-time fee of ₹50,000/-. Ongoing pricing is ₹799/- per telecaller per month.
Keep reading
AtomCRM overview
The calling app, the CRM behind it, the Android recording constraint and pricing on one page.
IVR replacement for clinics
What each IVR job becomes when your telecallers work from the AtomCRM calling app, and what you give up.
Follow-up discipline
Overdue, today and upcoming buckets, mandatory notes and required callback dates that keep promises visible.
Data security and device pairing
Per-handset keys, no secrets in the app, Android Keystore and revocation from the CRM.
See the AtomCRM calling app on your own handsets
We start with a two- or three-phone pilot, so you know exactly what you are buying before your whole calling team moves over.
