Importing Clients via Spreadsheet

Modified on Thu, 20 Feb at 7:39 AM

MyTime simplifies the efficient management of client information for businesses. Whether you have pre-existing client data or intend to add new clients in large quantities, the platform facilitates this process seamlessly through the effortless importation of CSV (Comma-Separated Values) files. In this article, we will walk you through the step-by-step process of importing clients into MyTime.

Things to know:

Please refrain from deleting or reordering any columns in the spreadsheet, with the exception of the custom field columns.
For successful import, the file must be in CSV format. If you attempt to import a CSV file except the MyTime client import template, your client data may not import correctly.

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	This is the ID of the client you have in your local database (needed to import the pets, appointments, for future updates, etc) 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)
can_receive_automated_sms	Has the client asked to receive appointment-related SMS (text messages)? (Enter 1 for yes and 0 for no)
can_receive_manual_emails	Has the client asked to receive email campaigns? (Enter 1 for yes and 0 for no)
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 this field is present, the client will be considered double opted in. Format - Year-Month-Day Hour:Minute:Second Timezone. Example: 2021-09-20 13:05:20 UTC
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 the client first visits
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 employee from the employees.csv file.
preferred_location_id	This field is optional. It represents the store ID of the location the client wishes to set as their preferred location. Ensure that the Store ID field in the 'Edit Location' modal (found under Business Setup > Business Profile) is filled. You can either use the number in the top-right corner of the modal to complete the Store ID field, or you can enter any unique combination of letters or numbers.
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	Location IDs of the locations the client should be associated with. This ensures that clients are tied to a location and will receive any marketing messages you wish to send. You can add multiple associated location IDs, just separate them using a semi-colon. You can either use the number in the top-right corner of the modal to complete the Store ID field, or you can enter any unique combination of letters or numbers.

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.