If your organization moved from CoolFocus 3 to CoolFocus 5, your records made a one-time trip from the old system to the new one. This article covers what that move means for your data now, including two questions that come up often: deleted appointment types and missing contacts.
CoolFocus 3 and CoolFocus 5 are separate systems. When your organization migrated, your CoolFocus 3 records were copied into CoolFocus 5 once. After that copy, the two systems stop talking to each other.
Nothing you change in CoolFocus 5 travels back to CoolFocus 3, and nothing changed in CoolFocus 3 after the move appears in CoolFocus 5. There is no ongoing connection between them.
This is why a visit entered in CoolFocus 5 never shows up in CoolFocus 3: see Moving from CF3: Find Visit Fields, Images, and Doc Alert for that side of it. The same one-way, one-time relationship applies to staff permissions: see User Groups Created in CoolFocus 5 Do Not Grant Access in CoolFocus 3.
Appointment types were copied into CoolFocus 5 as part of the same one-time move. Deleting or deactivating an appointment type in CoolFocus 5 only changes CoolFocus 5. The matching appointment type in CoolFocus 3 stays exactly as it was.
If your team is still using CoolFocus 3 for some work, clean up appointment types in each system separately.
A contact, donor, or other record that existed in CoolFocus 3 but doesn't appear in CoolFocus 5 is not a permissions problem. Every record from the migration was copied in with its own access rules, so a missing record isn't hidden behind someone's role or user group.
If you can't find a record you expect to see after migration, contact support with the record's name and any identifying detail (email, phone number, or CoolFocus 3 ID) you have. Each missing record needs to be checked individually against what came over in your migration.
Agree on one version as the source of truth for new work, and enter it there. Checking a client's or donor's history in the other version, instead of relying on both staying current, avoids missed information during the transition.
