Skip to main content

Bulk Import Clients

Bulk import brings an existing client list into Whautomate from a CSV file, for example when you move from another system or a spreadsheet. Each row creates a client, or updates the client if a matching record already exists. Tags, referral sources, custom fields and primary staff can be set in the same file.

Available withCRM SuiteIncluded in the Complete plan.Plans and modules

Before you start​

  • Save your list as a CSV file. Other formats are not accepted.
  • Keep every column of the sample file, in any order. The required columns are firstName, lastName, preferredName, email, countryCode, phone, dateOfBirth, gender, tags, registrationDate, notes, referralSource, photoUrl, address and primaryStaff. Columns can be left empty. customFields is optional.
  • If you renamed client fields in Field labels, you can use either the standard column names or your labels as headers. A file exported from the client list imports back as it is.

Import clients​

  1. In the main menu, click Clients, then click Bulk Import.
  2. Click Download Sample file and open it in your spreadsheet app.
  3. Replace the sample rows with your clients and save as CSV.
  4. Click Upload CSV and choose your file.
  5. Check the Preview table. If the format is wrong, an error lists the required columns.
  6. Click Import and confirm.
Import Clients screen with Upload CSV, Download Sample file and the Preview table of rows to import

The import runs in the background. A status banner shows progress on the client list and you are notified when it finishes. Review past imports in Settings > Data Import Logs on the Client Import tab.

Column formats​

ColumnFormat
countryCodeWith the plus sign, for example +65
dateOfBirth, registrationDateYYYY-MM-DD, for example 1988-09-18
tagsSeparate tags with a vertical bar, for example VIP|Yoga
address, notesWrap in double quotes when the text contains a comma, for example "456 Elm St, Suite 101, Springfield"
primaryStaffThe team member's Staff ID, as listed in the sample file and on the Team Members screen
customFields"Name":"Value" pairs separated by a vertical bar, for example "PressurePreference":"Firm"|"PreferredTherapist":"Mei". Spaces in names are removed.
Automations run on imported clients

If a row matches an existing client, that client is updated; otherwise a new client is created. Automations such as client created, tag added or tag removed still run for imported clients, in delayed batches. Pause those rules first if you do not want messages sent.

Last updated on