Importing client list

Via your settings tab, click import to upload your client list. 

When importing your list, make sure your file is in CSV format and contains a unique client ID number for all entries. If your client list has an existing client ID number, we recommend not changing it.

Once your file is ready to go and you've uploaded it, you can then match the import fields from your file to those available on the My Appointments platform. Skip past any fields that are not relevant.

If for any reason specific client entries contained an error, they will not be imported. In this case, you will have the option to download a CSV file with a list of failed imports. You can then troubleshoot, correct and re-upload. 

Ensuring a successful import

To ensure your import is successful, check your data to see if:

- A client ID number for every entry

- Email addresses is in a valid format

- DOB is saved as dd/mm/yyyy, dd-mm-yyyy or 30th December 1988 for example 

- Gender must be entered as either: Male, Female, Other or m/M, f/F or o/O or can be left blank

- Opted in to SMS and Email marketing columns must contain only yes or no. If left blank, your clients will automatically be opted in

What does Email & SMS opt in mean?

Opted in to Email marketing: Your client is subscribed to your email list

Opted in to SMS marketing: Your client is subscribed to receive SMS messages from you for marketing purposes. Your client will still receive SMS reminders even if you indicate they have opted out of SMS marketing.

What data fields can I import?

• Client ID number
  
• First name
• Middle name
  
• Last name
  
• Mobile
  
• Home phone
  
• Work phone
  
• Address
  
• Email
  
• DOB
  
• Timezone
• Occupation
  
• Gender
  
• Emergency contact
  
• Opted in for email/sms marketing 
  

After you have imported your client list, you have the option to also import your Appointments and your treatment notes.

What is a CSV file?

CSV stands for comma-separated values. It is one of the most common file formats for exported data and can easily be opened or created, with Microsoft Excel or equivalent programs.

If you're currently using another practice management system and want to import your client list into My Appointments, follow their instructions to export your data out.

If you're not using a practice management system but want to speed up the process of adding your existing clients into My Appointments, create an excel spreadsheet. A sample file can be downloaded from here. Once you have added your clients, click File > Export as CSV. Your file is now ready for importing.