Importing Clients

Modified on Fri, 23 May at 11:34 AM

MyTime makes it easy to manage client information efficiently. Whether you're importing existing client data or adding new clients in bulk, the platform streamlines the process using a CSV (comma-separated values) file format. In this article, we’ll guide you step-by-step through how to import clients into MyTime using the provided CSV template.

Things to know:

The ability to import clients is governed by the "Manage Clients Setup Menu" access control setting.
Your file must be in CSV format and follow the MyTime Client Import Template. Using a different format or template may result in errors or incomplete data import.
Do not delete or rearrange any default columns in the spreadsheet.
You may add, remove, or reorder columns that correspond to custom fields only.

Contents

Import Client List
Column Descriptions

Import Client List

To import your client list:

Navigate to the Clients tab
Select the ‘Manage Clients’ drop-down menu > Import Clients
The screen below will appear. Download the MyTime Client Import Template
Find the downloaded Excel spreadsheet on your computer and open it using Microsoft Excel or any compatible spreadsheet software
Enter your client information into the designated columns. Verify the accuracy and completeness of the data to ensure a seamless import process
After completing the entry of your clients' information in the MyTime Client spreadsheet, save the Excel file as a CSV
Return to the Import section and then click the "Upload" button
Select the CSV file from the download list. Once your file has been uploaded, click the "Import" button

Congratulations! You've successfully imported clients into MyTime using a CSV file.

Column Descriptions

Column	Description
client_id	A unique ID for the client. If you don't have a client_id, you need to generate one. You can use a number sequence that is easy to remember.
client_first_name	The first name of the client
client_last_name	The last name of the client
email	Email address of the client
mobile_phone	Mobile phone number of the client
home_phone	Home phone number of the client
work_phone	Work phone number of the client
street_address	Street Address of the client's home
street_address_2	Second street address line of the client's home
city	City of the client's home address
state	State of the client's home address. Two-letter state code e.g. CA/NY/NV
zip	Zip code of the client's home address
country	Two-letter country code e.g. US
gender	This field is optional. Enter 1 for female, 2 for male
date_of_birth	Birthdate of the client
can_receive_automated_emails	Has the client asked to receive appointment-related emails? (Enter 1 for yes and 0 for no). If no value is entered, the client will not be opted in to receive transactional emails, such as appointment confirmations and reminders.
can_receive_automated_sms	Has the client asked to receive appointment-related SMS (text messages)? (Enter 1 for yes and 0 for no). If no value is entered, the client will not be opted in to receive transactional SMS, such as appointment confirmations and reminders.
can_receive_manual_emails	Has the client asked to receive email campaigns? (Enter 1 for yes and 0 for no). If no value is entered, the client will not be opted in to receive marketing emails.
can_receive_manual_sms	Has the client asked to receive SMS campaigns? (Enter 1 for yes and 0 for no)
can_receive_manual_sms_confirmed_at	If no value is added, the client will not be considered double opted-in, which is required to receive marketing SMS campaigns. Format - Year-Month-Day Hour:Minute:Second Timezone. Example: 2021-09-20 13:05:20 UTC Learn more about SMS Marketing Campaigns here.
contact_preference	The client's preferred contact method - 'Email', 'Text Message,' 'Home Phone', 'Work Phone', or 'Mobile Phone.' This field is optional.
client_since	The date of the client's first visit
notes	Free-text field for client notes. This field is optional.
preferred_employee_id	This field is optional. This is the employee ID of the primary service provider for the client.
preferred_location_id	This field is optional. It represents the location the client visits most frequently or prefers to book appointments. To assign a preferred location, enter the Store ID of the desired location. This ID must match the value listed in the Store ID field within the Edit Location modal, found by navigating to Business Setup > Business Profile. If no Store ID is currently set in the business profile, you can add the system-generated number shown in the top-right corner of the Edit Location modal in the Store ID field, or enter any unique combination of letters and/or numbers as the Store ID.
deleted	This column determines if the client should be deleted or not. Enter "FALSE" to not delete the client or "TRUE" to delete the client
custom_field X	This is the UUID of the field from the custom_fields.csv file (where the “applicable_to” field is “client”) e.g. labels, weight, occupation, etc.
associated_location_ids	This field specifies which locations a client should be linked to. Associating clients with specific locations ensures they receive relevant marketing messages. You can enter one or more location IDs. If entering multiple IDs, separate them with a semicolon. Location IDs can contain numbers, letters, or a combination of both. Before using this field, make sure the Store ID is filled out for each location in Business Setup > Business Profile > Edit Location. You can either use the number displayed in the top right corner of the Edit Location modal or enter a custom ID of your choice.

Your clients will now be visible in your Clients tab on MyTime. If you have an extensive client list, the upload process might take a few minutes. In case of any import issues, you will receive an email specifying the errors or issues and indicating the corresponding items on the sheet where the errors occurred.

For more information, contact us at support@mytime.com.