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Importing Clients from CSV

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Updated 4 months ago
clients
user-guide

Importing Clients from CSV

Quick Reference: Bulk upload client records from spreadsheets or existing systems

šŸ“‹ TL;DR - Quick Start

  1. Prepare a CSV file with client data (firstName, lastName, email, phone, etc.)
  2. Go to Clients ā†’ Import from CSV
  3. Upload your CSV file
  4. Map columns to Aestheticc fields
  5. Review and confirm import
  6. Fix any errors and complete import

Step-by-Step Guide

1. Prepare Your CSV File

Required Format

Your CSV file should be a standard comma-separated values file (.csv). You can create this from:

  • Microsoft Excel (Save As ā†’ CSV)
  • Google Sheets (File ā†’ Download ā†’ CSV)
  • Apple Numbers (File ā†’ Export ā†’ CSV)
  • Any practice management software export

Required Columns

At minimum, your CSV must include:

  • firstName (or first_name or First Name)
  • lastName (or last_name or Last Name)

Optional Columns

You can include any of these fields:

  • email
  • phone (any format: 555-123-4567, (555) 123-4567, 5551234567)
  • dateOfBirth (format: YYYY-MM-DD, e.g., 1985-04-15)
  • address
  • notes

Example CSV Structure

firstName,lastName,email,phone,dateOfBirth,address,notes
Emma,Thompson,emma.thompson@email.com,(555) 123-4567,1985-04-15,"123 Park Avenue, Suite 100",VIP client
Sarah,Martinez,sarah.martinez@email.com,555-234-5678,1990-08-22,456 Main Street,Sensitive to numbing cream
Jessica,Williams,jessica.w@email.com,555-345-6789,1988-12-10,789 Broadway,Refers many friends

2. Navigate to CSV Import

From your dashboard:

  1. Click Clients in the sidebar
  2. Click Import from CSV button in the action menu (top right)
  3. You'll see the CSV Import Wizard

3. Upload Your CSV File

  1. Click Choose File or drag-and-drop your CSV
  2. Click Upload
  3. Wait for the file to process (usually 1-5 seconds)

File Limits:

  • Maximum file size: 10 MB
  • Maximum rows: 10,000 clients per import
  • Larger imports: Split into multiple files

4. Map Columns

The system will attempt to auto-match your CSV columns to Aestheticc fields. Review and adjust mappings:

| Your CSV Column | Maps To | Auto-Detected? | |-----------------|---------|----------------| | firstName, first_name, First Name | First Name | āœ… Usually auto-detected | | lastName, last_name, Last Name | Last Name | āœ… Usually auto-detected | | email, Email, E-mail | Email | āœ… Usually auto-detected | | phone, Phone, Mobile, Cell | Phone | āœ… Usually auto-detected | | dateOfBirth, dob, birthday, DOB | Date of Birth | āš ļø Sometimes needs manual mapping | | address, Address, Street | Address | āš ļø Sometimes needs manual mapping | | notes, Notes, Comments | Notes | āš ļø Sometimes needs manual mapping |

How to Map:

  1. Each row shows your CSV column name
  2. Select the corresponding Aestheticc field from the dropdown
  3. If a column shouldn't be imported, select "Do Not Import"

5. Review Import Preview

Before importing, you'll see:

  • Total Rows: Number of clients to import
  • Valid Rows: Clients that passed validation
  • Error Rows: Clients with problems (missing required fields, invalid email, etc.)
  • Preview: First 5 rows showing how data will be imported

6. Handle Errors

If errors are detected, you have two options:

Option A: Fix in CSV and Re-upload

  1. Download the error report
  2. Fix issues in your original CSV file
  3. Re-upload the corrected file

Option B: Skip Error Rows

  1. Click Import Valid Rows Only
  2. Error rows will be skipped
  3. You can manually add problematic clients later

Common Errors: | Error | Solution | |-------|----------| | "First name is required" | Add missing first names or remove row | | "Last name is required" | Add missing last names or remove row | | "Invalid email format" | Fix email addresses (e.g., name@domain.com) | | "Duplicate client" | System will warn but allow import (creates separate record) |

7. Complete Import

  1. Review the summary one final time
  2. Click Import Clients
  3. Wait for processing (typically 1-30 seconds depending on file size)
  4. You'll see a success message with:
    • Total clients imported
    • Any warnings or skipped rows

šŸ’” Tips & Best Practices

Before Importing

Clean Your Data:

  • Remove empty rows
  • Remove duplicate entries
  • Standardize phone number formats (optional - system accepts any format)
  • Check email addresses for typos
  • Ensure dates use YYYY-MM-DD format

Test Small First:

  • Import 5-10 clients as a test
  • Verify data looks correct
  • Then import the full list

Backup Original File:

  • Keep a copy of your original CSV
  • You can reference it if anything goes wrong

During Import

Review Mappings Carefully:

  • Don't rush the column mapping step
  • Incorrect mappings can put data in wrong fields
  • If unsure, select "Do Not Import" for that column

Check Preview:

  • Look at the preview rows
  • Verify names, emails, phones appear correct
  • Catch mapping errors before importing

After Import

Verify Import:

  • Go to Clients page
  • Search for a few imported clients
  • Verify all data imported correctly

Fix Any Issues:

  • If data is in wrong fields, edit individual client profiles
  • If major issues, you can delete imported batch and re-import

Update Missing Information:

  • Add medical history manually
  • Add missing emails/phones as you contact clients
  • Enrich profiles over time

ā“ Common Questions

Q: What happens if I import a client that already exists? A: The system creates a separate record. You can merge duplicates by contacting support, or delete the duplicate.

Q: Can I import medical history via CSV? A: Not currently. Medical history (allergies, medications, procedures) must be added manually for each client. This ensures accuracy for compliance.

Q: What phone number formats are accepted? A: Any format works: 555-123-4567, (555) 123-4567, 5551234567, +1-555-123-4567. The system standardizes formatting automatically.

Q: Can I update existing clients via CSV import? A: Not currently. CSV import only creates new clients. To update, edit individual client profiles.

Q: What happens to skipped/error rows? A: They're shown in an error report you can download. You can fix issues and import those rows separately.

Q: Is there a way to undo an import? A: Not automatically. You'd need to manually delete imported clients or contact support for assistance with bulk deletion.

Q: Can I import appointment history? A: No, only client contact information. Appointments must be created separately.

Q: My CSV has 20,000 clients - can I import it? A: The limit is 10,000 rows per import. Split your CSV into two files (rows 1-10,000 and rows 10,001-20,000).

šŸŽÆ Example CSV Templates

Minimal Import (First & Last Name Only)

firstName,lastName
Emma,Thompson
Sarah,Martinez
Jessica,Williams

Complete Import (All Fields)

firstName,lastName,email,phone,dateOfBirth,address,notes
Emma,Thompson,emma@example.com,555-123-4567,1985-04-15,"123 Park Ave, Suite 100",VIP client - prefers afternoon appointments
Sarah,Martinez,sarah@example.com,555-234-5678,1990-08-22,456 Main Street,Sensitive to numbing cream
Jessica,Williams,jessica@example.com,555-345-6789,1988-12-10,789 Broadway,"Referral source: Instagram, interested in anti-wrinkle"

šŸŽÆ Next Steps

After importing clients:

šŸ†˜ Need Help?

If you encounter issues importing clients, contact support at: šŸ“§ support@aestheti.cc

Include:

  • Your CSV file (or a sample with fake data)
  • Screenshot of error messages
  • Description of the issue

Last Updated: 2025-11-10 Related Documentation: Adding Clients, Bulk Communications

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