When transitioning to Motivity Clinical, some organizations find themselves in the middle of an authorization or reporting period — meaning clinical data was collected in two different systems during the same timeframe. This article walks you through how to handle reports in that situation so your documentation stays accurate, complete, and funder-ready.
Having a clear plan for cross-system reporting protects your organization during authorizations and ensures that clinicians and funders have a complete picture of a learner's progress — even when that data lives in more than one place.
Step 1: Set a Hard Cutoff Date
The first step is establishing a clear date when staff will fully transition to Motivity Clinical. This date becomes the deadline for everything that needs to happen before going live — including completing training, building out client programs, and preparing for daily data collection to begin.
Having a firm cutoff date also makes cross-system reporting much cleaner. Data collected before the cutoff stays in the old system; data collected on or after the cutoff lives in Motivity.
Step 2: Export and Archive Data from the Old System
Before the cutoff date, export your data from the old system and upload it to each learner's Documents section in Motivity. This ensures that clinicians can still access historical records after the switch without needing to log in to the old platform.
Tip: Do this before the cutoff date, not after. Once your team is fully transitioned, it may be harder to access or export data from the old system in a timely way.
Step 3: Choose Your Approach for Cross-System Reports
When it comes to authorizations or reports that span both systems, there are a few ways to handle it. Choose whichever fits your clinical workflow and funder requirements best:
Option A: Combine graphs from both systems in one report
If data was collected in both systems during the same authorization period, export the graphs from the old system and add them as an appendix to your Motivity report — or insert them manually. Always check your funder's requirements for how they want data presented.
Option B: Generate two separate reports and note the platform switch
Generate a treatment report from the old system covering the period before the cutoff, and a separate report from Motivity covering the period after. Add a brief note explaining the platform transition when submitting. This keeps the overall submission reading as one continuous report to the funder, even though it came from two systems.
Option C: Enter historical data into Motivity as individual data points
If you want everything on a single Motivity graph, you can enter historical data as individual data points backdated to the appropriate dates. This creates a seamless visual timeline but can be time-consuming depending on how far back you need to go. See our Managing Historical Data When Transitioning to Motivity Clinical article for more details on how to do this.
Last Updated: 9/4/26 by Amanda Kelly