If your organization uses CoolFocus 3 and has started on CoolFocus 5, your data did not move anywhere. CoolFocus 3 and CoolFocus 5 are two ways into the same database. This article covers what that means day to day, including two questions that come up often: deleted appointment types and records that seem to be missing.
Same data, new interface
Nothing was copied when your organization started on CoolFocus 5. A client, donor, visit, contribution, appointment, or note that exists in one version exists in the other, because it is the same record.
Anything you enter in either version is saved to the one shared database. You do not need to enter it twice, and you do not need to pick one version to keep your data safe.
CoolFocus 5 adds new screens, workflows, and a few new concepts, so some information appears in a different place or under a different name. For example, a visit entered in CoolFocus 5 is organized around the client, case, and visit and may not appear in the same place in CoolFocus 3: see Moving from CF3: Find Visit Fields, Images, and Doc Alert. Staff permissions are the other difference to know about: see User Groups Created in CoolFocus 5 Do Not Grant Access in CoolFocus 3.
Deleting an appointment type
An appointment type is one shared record that both versions read. Deactivating or deleting it in CoolFocus 5 changes that same record, and a deleted appointment type drops out of the appointment type lists in CoolFocus 3 as well.
CoolFocus 5 only lets you delete an appointment type that nothing uses. If it is still used by appointments, deactivate it instead.
Missing contacts or donor records
Because the data is shared, a record you can see in CoolFocus 3 is also in CoolFocus 5. If you cannot find it, the cause is usually how CoolFocus 5 shows it, not missing data:
Search and filters: clear any filter or segment on the list and search again. See Troubleshooting: A client record seems to be missing.
One record, several roles: CoolFocus 5 keeps one contact record with Client, Donor, Volunteer, and Staff involvement instead of separate donor and client records. Check the list for the role you expect.
Permissions: your user group may not include access to that kind of record.
If you still cannot find a record, contact support with the record number or CoolFocus 3 ID, and tell us which screens you checked.
If your team is still using both versions
Work entered in either version is in the shared data, so there is nothing to keep in sync. Moving day-to-day work to CoolFocus 5 gives your team the new workflows, such as the Visit Board, two-way texting, and online booking.
Keep each intake workflow in one version. Forms and consents sent or submitted in CoolFocus 5 do not appear in the CoolFocus 3 intake screens, and CoolFocus 3 intake forms show in CoolFocus 5 only as a read-only archive on the client's Intake Forms tab. Pick one version for each intake workflow (for example, pregnancy testing or counseling) and run it there from sending the forms through starting the visit.