Case Study - Cliniko to Flowchannels Sync
Records stay up to date without manual copy and paste.
- Client
- Flowchannels
- Year
- Service
- AI & automation
Project snapshot
Cliniko to Flowchannels Sync
Removed the need to manually move information between systems.
- Cliniko + Flowchannels
- Less manual data entry
- Always up-to-date records
- No extra tool in the middle
- Clear customer data
How the connection works
Updates from Cliniko are checked and copied into Flowchannels so records stay in sync.
- Cliniko
- Sync service
- Flowchannels CRM
At a glance
- Automatic updates from Cliniko to Flowchannels.
- No more daily copy-and-paste into the CRM.
- Teams can trust the same customer details.
Overview
Flowchannels is a CRM for service businesses, bringing contacts, pipelines, SMS, email and AI agents into one place. The team relied on Cliniko, the practice management software used by many health clinics, for patient details and appointments. Keeping Cliniko and the Flowchannels CRM in step meant copying records across by hand every day, which took time and occasionally led to mistakes.
What needed to work
Copying records by hand is slow, and it is easy for two systems to drift apart. The team needed the CRM to reflect what was in Cliniko without anyone having to think about it: new patients, changed details, new bookings and cancelled ones.
Changes needed to move one way, from Cliniko into Flowchannels, so there was never a question about which system held the correct details. The sync also had to respect Cliniko's API limits, and a failed request couldn't mean a lost record. And the team didn't want another automation subscription sitting in the middle that someone would have to manage.
How we built it
We built a Cliniko CRM integration as a small, dedicated sync service, one of the connected workflows we build as part of our AI and automation work. Every 30 seconds it checks Cliniko for patients, appointments and practitioners and stores them in its own database. Each record is compared with the stored copy, so only real changes move on and an unchanged patient is never sent twice.
Changed records go into an outbox queue. A second worker works through it, sending patients before appointments so every booking has a contact to attach to in the CRM. If a request fails, the record stays in the queue and is retried up to five times rather than being dropped. Appointments that are deleted, cancelled or archived in Cliniko are removed from the CRM too, so the team isn't chasing bookings that no longer exist. Requests to both systems are rate-limited, keeping the sync well inside Cliniko's API allowance.
The result is an automated patient record sync that runs in the background with no third-party tool in the middle. Records are cleaner, there are fewer errors and the daily copy and paste is gone. The team can trust that the same customer details appear in both systems, and spend that time on real work instead.
What clients say about Flow Channels
“Flow Channels has been game-changing for our business. We have saved so much time communicating with our client base due to the easy integration of our media channels into the all-in-one inbox. Automating the appointment reminders into the same system cuts our administration time considerably, as well.”
“Working with Flow Channels and Hayden has been an absolute game changer for my service-based business. Hayden’s friendliness, efficiency, knowledge, and reliability have truly stood out throughout the process of building my customised workflow and CRM. He took the time to understand my needs and made everything feel straightforward and achievable.”
“If you run any sort of business check out flow channels. I’ve been working with them for the better part of two years and they have helped me tremendously with day to day struggles such as scheduling, automated messaging, website development and so much more.”
“Hayden was very helpful in guiding us through the website setup and the flow channels and lead connector apps are an absolute game changer for us. Thank you for giving us the boost we needed in our new business startup, the knowledge and professionalism is exceptional, highly recommend Hayden and Flow Channels team for your website and workflow automation needs.”
“Thank you Hayden for all of your help. I am super happy with my new website design. I highly recommend flow channels to anyone needing any website work done. Great customer service!”
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