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Importing Clients from a Spreadsheet

Importing Clients from a Spreadsheet

Quickly add your existing client list to Apprentice by uploading a CSV file.



Overview


If you're migrating to Apprentice from another system or have client data in a spreadsheet, you can bulk import your clients instead of entering them one by one. The import tool supports CSV files and uses intelligent matching to avoid duplicate profiles.



Step-by-Step Guide


Step 1: Prepare Your Spreadsheet


Required Columns:

  • first_name - Client's first name
  • last_name - Client's last name
  • email OR phone - At least one contact method


Optional Columns:

  • email - Email address
  • phone - Phone number (format: 555-555-5555 or 5555555555)
  • notes - Private notes about the client
  • tags - Comma-separated tags (e.g., "vip,blackwork,returning")
  • is_vip - TRUE or FALSE for VIP status


Example CSV Structure:

first_name,last_name,email,phone,notes,tags,is_vip
Sarah,Johnson,sarah@email.com,555-123-4567,Prefers morning appointments,vip;returning-client,TRUE
Mike,Chen,mike@email.com,,First timer - nervous about pain,first-timer,FALSE
Jessica,Williams,,555-987-6543,Large back piece in progress,large-project;color,FALSE


Tips for preparing your file:

  • Save as CSV: Use File > Save As > CSV (Comma delimited) in Excel
  • Check for empty rows: Remove any blank rows at the end
  • Consistent formatting: Use the same phone number format throughout
  • Test with small batch first: Import 5-10 clients to verify format before doing all of them


Step 2: Access the Import Tool


  1. Navigate to Dashboard > Clients
  2. Click Import Clients button (top right)
  3. The import wizard opens


Step 3: Upload Your CSV File


  1. Click Choose File or drag-and-drop your CSV
  2. The system validates your file structure
  3. You'll see a preview of the first 5 rows


Validation Checks:

  • ✅ Required columns present (first_name, last_name, and email OR phone)
  • ✅ No duplicate emails/phones within the file
  • ✅ Phone numbers in valid format
  • ✅ Email addresses in valid format
  • ⚠️ Warnings for potential duplicates with existing clients


Step 4: Review Potential Duplicates


The system uses fuzzy matching to detect potential duplicates:


Matching Logic:

  • Email match: Exact email address match
  • Phone match: Exact phone number match (ignoring formatting)
  • Name similarity: Similar first name + last name + similar phone


You'll see three options for each potential duplicate:


Option 1: Skip (Don't Import)

  • Use this if the client already exists in your system
  • The existing profile won't be changed


Option 2: Create New (Import Anyway)

  • Use this if they're actually different people with similar names
  • A new profile will be created


Option 3: Update Existing

  • Use this to add missing information to an existing profile
  • Existing data won't be overwritten—only blank fields will be filled


Step 5: Map Your Columns (if needed)


If your CSV column names don't exactly match the expected format:


  1. You'll see a Column Mapping screen
  2. For each column in your CSV, select what it represents:
  • First Name → first_name
  • Last Name → last_name
  • Email Address → email
  • Phone # → phone
  • etc.


Example:

Your Column Name    →    Maps To
─────────────────────────────────
"First"             →    first_name
"Last"              →    last_name
"Email"             →    email
"Cell Phone"        →    phone
"Private Notes"     →    notes


Step 6: Start Import


  1. Review the import summary:
  • New clients to create: 45
  • Existing clients to update: 3
  • Rows to skip: 2
  1. Click Import Clients
  2. The system processes your file (usually takes 5-30 seconds)


Step 7: Review Import Results


After import completes, you'll see a summary:


Success Report:

  • ✅ 52 clients imported successfully
  • ✅ 3 existing clients updated
  • ⚠️ 2 rows skipped (view details)


View Details:

  • Click View Import Log to see exactly what happened with each row
  • Download the log as a CSV for your records



Tips


Preparing Clean Data


  • Standardize phone numbers: Pick one format (e.g., 555-555-5555) and use it consistently
  • Verify email addresses: Check for typos before importing
  • Remove test data: Delete any fake/test entries from your spreadsheet
  • Normalize names: Use consistent capitalization (e.g., "Sarah" not "sarah" or "SARAH")


Handling Large Imports


  • Break into batches: Import 100-200 clients at a time for easier troubleshooting
  • Start with VIPs: Import your most important clients first
  • Test mapping: Import 5-10 rows first to verify column mapping works correctly
  • Check subscription limits: Ensure your plan allows the number of clients you're importing


After Import


  • Verify a sample: Spot-check 5-10 imported profiles to ensure data looks correct
  • Add missing tags: Review imported clients and add additional tags as needed
  • Update VIP status: If VIP status didn't import correctly, manually adjust
  • Send welcome message: Consider sending imported clients a message introducing them to your new booking system


Common CSV Mistakes to Avoid


  • Using semicolons instead of commas: CSV = Comma-Separated Values
  • Not quoting text with commas: If a note has a comma, wrap it in quotes: "Loves tattoos, especially color work"
  • Leaving header row blank: First row should have column names
  • Using Excel date formats: Convert dates to text (YYYY-MM-DD) before saving as CSV



Common Issues


Issue: Import fails with "Invalid file format"

Solution:

  • Ensure your file is saved as .csv (not .xlsx, .xls, or .txt)
  • Open the file in a text editor—it should show comma-separated values
  • Remove any special characters or formatting
  • Try resaving: File > Save As > CSV (Comma delimited)


Issue: Phone numbers imported incorrectly (missing digits, weird formatting)

Solution:

  • Excel often auto-formats phone numbers, removing leading zeros or adding decimals
  • Before saving as CSV, format the phone column as Text:
  1. Select phone column
  2. Right-click > Format Cells
  3. Choose "Text"
  4. Re-enter phone numbers if they were already corrupted


Issue: All clients marked as duplicates

Solution: This usually means:

  • You previously imported this same file
  • Your existing client list already has these contacts
  • Review the duplicate matching and choose Skip for actual duplicates


Issue: Tags didn't import

Solution:

  • Check your CSV—tags should be in a single column separated by semicolons: tag1;tag2;tag3
  • Commas WON'T work for tags (they separate CSV columns)
  • Example: vip;returning-client;blackwork


Issue: Import succeeded but clients aren't showing up

Solution:

  • Refresh your browser (Cmd/Ctrl + R)
  • Clear the client list filters (you might have a filter hiding new clients)
  • Check All Clients view instead of Recent or Upcoming
  • Check the import log to verify they were actually imported

Updated on: 16/01/2026

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