From Allē to Booked: Cleaning Columns, Segmenting, and Sending Safely
How to normalize columns like "Promotions/Flash (expiration date)", quarterly upload checklist, and Micro Sweep automation for smoother onboarding and faster time-to-value.
Your Allē 360 export is powerful but messy. Mixed data types, inconsistent formatting, and unclear column headers can derail your revenue engine before it starts. Here's how to clean it right.
The Column Normalization Challenge
Allē 360 exports often contain columns like "Promotions/Flash (expiration date)" where promotion names and dates are mixed together. This breaks automated segmentation.
Common Problematic Formats
- Mixed format: "Spring Botox Special 03/31/2025"
- Inconsistent dates: "Gift Card Promo - Expires 3/31/25"
- Multiple values: "Flash Sale 2/15/25; Points Bonus 3/1/25"
- Missing data: "Valentine's Special" (no date)
Step 1: Separate Promotion Names and Dates
Before upload, we split mixed columns into clean, separate fields:
Promotion_Expiry: "2025-03-31"
Promotion_Type: "Flash Sale"
Step 2: Standardize Date Formats
All dates get converted to ISO format (YYYY-MM-DD) for consistent processing:
- "03/31/2025" → "2025-03-31"
- "3/31/25" → "2025-03-31"
- "March 31, 2025" → "2025-03-31"
- "31-Mar-25" → "2025-03-31"
Quarterly Upload Checklist
Pre-Upload Validation
- ✓ Patient names and phone numbers present
- ✓ Treatment dates in consistent format
- ✓ Promotion columns separated and cleaned
- ✓ Points balances and expiration dates normalized
- ✓ Gift card values and expiry dates standardized
- ✓ Duplicate patient records merged
- ✓ Opt-out requests honored and suppressed
Step 3: Segment Creation
Once data is clean, we create the 20 revenue lever segments automatically:
Time-Based Segments
- • Lapsed Botox (90+ days)
- • Juvéderm Expiring (12-18 months)
- • DG 60+ Days inactive
- • Anniversary patients
Value-Based Segments
- • Points expiring (30-45 days)
- • Gift cards expiring
- • Flash sales ending
- • Prime GlowTox candidates
Monthly Micro Sweep Automation
Between quarterly uploads, we run monthly Micro Sweeps targeting patients with ≤30-45 day expirations:
Micro Sweep Targets
| Segment | Trigger | Frequency |
|---|---|---|
| Points Expiring | ≤30 days | Weekly |
| Gift Cards | ≤45 days | Bi-weekly |
| Flash Sales | ≤14 days | Daily |
| Promotions | ≤21 days | Weekly |
HIPAA/BAA Compliance Notes
All data processing follows minimum-necessary principles:
- Patient names used only for personalization
- Treatment details limited to timing and type
- No PHI stored in SMS messages
- All data encrypted in transit and at rest
- BAA signed before any data processing begins
"Clean data is the foundation of our $100K guarantee. Messy uploads lead to poor targeting and wasted opportunities."
Common Upload Errors to Avoid
- Mixed date formats: Causes segmentation failures
- Duplicate patients: Leads to over-messaging
- Missing phone numbers: Reduces reachable audience
- Uncleaned promotion columns: Breaks automation
- Ignored opt-outs: Compliance violations
Week-One Send Timeline
With clean data, we typically go live within one week:
- Day 1-2: Data upload and normalization
- Day 3-4: Segment creation and validation
- Day 5-6: Message customization and approval
- Day 7: First sends go live
What to Do Next
Ready to clean your Allē 360 data and start generating bookings? We'll handle all the normalization and segmentation for you, ensuring week-one sends with clean, compliant data.
Get Your Data Audit
Book a 15-minute demo and we'll review your Allē 360 export to identify cleaning needs and segment opportunities.
Book a 15-minute demo