*Please note: the following transition is based on moving into the Premier Plan, therefore, not all steps below may be necessary. For a complete list of differences between the 17hats plans, click here to view the plan comparison chart.
Member Contribution by Carly Hill
Steps Involved:
1. Transferring Contacts & Projects:
Follow these steps to move clients from Sprout Studio to 17hats:
Export from Sprout Studio:
Click “Reports” > “Contact Analytics” > select date range (example below will move contacts from 2022 to 2023) > Export
Import into 17hats:
To import your contact/project data into 17hats, simply place the contacts/projects you want to import into this Google doc provided by 17hats, export as a .csv, and import into 17hats!
Quick tip: Shoot “types” will not be automatically transferred, however, you can still add the shoot type, you’ll just want to add it under the “project tags” field in the Google Document prior to importing your contacts/projects into 17hats!
2. Add the Project’s Fine Details (Optional):
There are times you may want to transfer the finer details such as notes, phone logs, and lead sources into 17hats. To do so, simply follow the steps below!
In Sprout:
Go to the shoot you want to transfer
In 17hats
Use the search bar at the top of your screen to find your contact/project.
Go to the top-right corner of the project you want to edit and select “edit” > “edit project”
Quick tip: If you didn’t add the shoot “type” as a “project tag” when you imported the contacts/projects into 17hats, it's not too late! You can always modify your project tag(s) as shown below.
3. Custom Fields (Optional):
17hats allows you to add custom fields– such as the partner’s name– (there is no equivalent in Sprout). You can then use custom fields as “tokens” in documents and emails!
(You can learn more about custom fields by visiting the custom field help article found here.)
4. Transferring Documents
At the time of this article, Sprout will keep your data for 1 year, but you lose access to it the minute you cancel. Due to losing access to all information, you may choose to manually save every single contract, invoice, etc. in case you ever need to refer to it.
To copy over all of your important documents, first decide whether you would like to transfer these documents individually or in bulk and follow the directions below:
Option 1 - Individually Transfer Documents
In Sprout:
Locate the contract you want to transfer
Click “Preview”
Click on the printer icon in the top-right corner
Click on “more settings” > “Open PDF in Preview”
From here you can save the document to your computer, which you can then upload into 17hats.
Option 2 - Bulk Transfer Documents:
In Sprout:
Click Overview > Contracts, from here you will see every contract. (You will still need to save each contract one by one.)
Click “Preview”
Click “more settings”, “open PDF in Preview”
Save a copy to your computer.
In 17hats:
Locate the project where you want to add the contract
Click the “files” tab (circled below in red)
Click “Upload a file” to upload their contract, and any other documents.
Quick tip: If you are transferring notes, you can either add them as a .pdf under the “files” tab, or copy/paste the text to add it under the “notes” tab (various tabs are shown below to the left and right of the "Files" tab).
5. Moving Templates & Workflows:
Email Templates:
Emails - are easy to copy over, but will not be sorted into different folders as they were in Sprout. If you like the “folder” approach, a simple solution is to start the name of the template with your folder name - name of template, (i.e. “wedding - template name” or “proposals - template name”).
Additionally, when you access your templates to send an email in 17hats, there is a search function which makes it super fast to find your templates.
Email Reminder Templates / (Referred to as “Assistant” in Sprout):
The “assistant” emails that Sprout studio sends can be found/customized by clicking the 17hats gear icon 
Contract Templates:
Contracts are also easy to transfer, though you’ll want to make sure to change the automated fields.
Note: Rather than payment tokens for use within the contract, 17hats uses contact, project, project-date, contract, and account tokens.
Booking Proposals / Quote Templates
This aspect of 17hats is significantly faster and easier than in Sprout Studio! You will no longer have to create big price lists with all your options, and then create packages and proposal templates. This is all simplified in quotes!
In Sprout:
Go to your settings > booking > proposal templates > select the proposal you want to transfer.
In 17hats:
Click the “Documents & Emails” button 
When building a quote, you will find 3 options:
Standard Quote Items - Add this item if you're looking to add a product that your contact must purchase.
"Choose One" Item: Add this item if you'd like to give your contact a single option to choose from when accepting the quote.
"Choose Any" Item: Add this item if you'd like to allow your client to choose from a list of options to add to their package.
In the example below, the “Choose One” option was selected. Ultimately, this is where you can create your packages, without any need for a price list full of items to pick from.
After building your quote, select if you want to bundle in a contract and turn the quote into an invoice using the checkboxes (shown below). Additionally, this is also where you’ll create a payment schedule if desired.
Payment Schedules:
Note: Whereas Sprout Studio has a separate location for its payment schedules, 17hats aligns the payment schedules with their respective quotes/invoices.
Effectively, if you use payment schedules (as seen below), you will want to enter these into the appropriate proposals (which are referred to as "Quotes"within 17hats).
Payment Schedule View in Sprout:
Adding Contract, Payment Schedule, and Invoice within Sprout Studio
Quote/Payment Schedule View in 17hats:
Pay special attention to the Payment Schedule section (circled below in red) if you are wanting to add a payment schedule.
If you opt to have a payment schedule, check the box and decide the details of the payment schedule. Selecting between “custom” and “equal” payment options.
6. Calendars:
Although the calendars are similar, there are a few upgrades you'll want to know about.
Below is what your calendar settings look like within Sprout Studio.
In 17hats, the calendars are set up slightly differently as you’ll now have two different types of calendars:
Google Calendars - with 2-way sync (as found within Sprout Studio)
17hats calendars - a unique set of internal calendars you can create, rename, and even cross check against.
Places where you’ll be able to set your calendar(s) within 17hats:
Lead capture form - you can assign a calendar when a new lead comes in. You can have a different calendar for every lead capture form if you choose, though only having one calendar for leads is recommended (see red circle in screenshot below).
Lead workflow - Note: even if you archive a project, the project will not leave your calendar, rather 17hats allows you to create an “archive” calendar to send archived projects to.
You can even automate the calendar change within your workflow (as shown below) so that if they do not book, it will automatically change the calendar and will archive the project. This ensures that the archived project no longer shows up in your Google calendar, but rather is moved to your "Archived" calendar.Online Scheduling - You’ll want to assign which calendar(s) your booking will land both before and after the booking is confirmed.
Workflows - If desired, you can even use a workflow to have projects automatically switch calendars. In the screenshot below, a Quote is sent with the following conditions:
Using the workflow steps found below will ensure that once the quote is accepted, contract signed, and the retainer is paid on the invoice, 17hats will automatically transfers the project to the “booked” calendar, changes the tags, and reminds us that we need to countersign the contract before proceeding with the next workflow.
7. Client Portal:
The universal link to the 17hats Client Portal can be found by clicking on the gear icon
You can either send the client portal in an email like the screenshot below, or include the tokens for it in an email.
You can choose to add a password to the Client Portal or not. Not having a password makes it easy for the client as they do not have to remember a username or password– they simply need to bookmark or save the link to their portal. Please note, however, that in order for your client to have access to their portal via the universal portal link, they will need to have a password on their client portal.
8. Helpful Resources:
Congratulations on your transition from Sprout Studio to 17hats! We are excited to have you here, and want to make sure you continue to succeed. Below you will find a number of helpful resources to guide you through getting the most out of your 17hats membership.
17hats Demo:
Joining a live demo can give a great overview of the entire 17hats platform as well as show insight into the client journey.
Downloadable Guides:
Both the “Getting Started Guide” and the “Online Scheduling How To Guide” are excellent resources for inspiring and visualizing how to best set up your 17hats account and online scheduling.
17hats Support:
Our 17hats Support team is incredibly helpful and ready to help! If you have a question regarding your 17hats account, there are two ways to reach out:
Chat - Simply click the green chat icon in the lower-right corner of your 17hats account > “messages” > “Send us a message” to begin the conversation
Email - If it prefer to ask via email, simply send your question to support@17hats.com and the support team will be back in touch!
17hats Help Articles:
Browse/search through hundreds of help articles crafted by the 17hats team to answer some of your most pressing questions.
17hats University:
You will find both business education and 17hats education at 17hats University. More appropriate for deeper dives into various 17hats features, 17hats University is teeming with helpful insights, webinars, tutorials, and guides.