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How do I import my clients into Bookem?

Bookem allows you to import client lists using CSV or spreadsheet files, saving time by eliminating the need to manually enter information.

Ensure that you have your clients' contact information in a CSV (Comma Separated Value) file or spreadsheet, such as Excel or Google Sheets, that you can import into Bookem yourself or contact us to do it for you for a flat rate.

Import clients into your Bookem account yourself from a CSV or spreadsheet file

Follow these steps:

1. Go to Clients and click on ‘Import clients’

2. Ensure the columns in your CSV file match Bookem's required format by downloading a sample file by clicking ‘Download an example file’ 

3. To ensure successful import, rename the columns in your client file to match the sample file exactly, eg: Use 'lastname' instead of 'surname' or 'last name', Use 'date_of_birth' instead of 'date of birth' or 'birthday'

4. Before importing, clean your data with a spreadsheet editor to ensure proper formatting. Common issues include text in phone number fields and misplaced email addresses, as incorrect data will be skipped by Bookem:

  • Dates: Use the international format 'yyyy-mm-dd' and set dates as text to avoid import errors

  • Phone numbers: Provide numbers in international format. For example, use '27821234567' for South Africa or '15551234567' for the US. The '+' sign can be removed if you wish.

5. Click 'Upload CSV file' to select your CSV and a preview will show the details and any issues

6. If everything looks correct after reviewing, click 'Import' to confirm the data

All done! You can now go to the Clients page and double-check everything looks as expected.

Pro-Tips

Before importing, cleaning your data is crucial. Here are some helpful data cleaning resources:

  • OpenRefine: A powerful tool for cleaning and transforming data.

  • Google Sheets: Use functions like `CLEAN`, `TRIM`, and `SUBSTITUTE` to clean up your data.

  • Excel: Similar functions are available in Excel, such as `TRIM`, `CLEAN`, and `REPLACE`.

Do's and don'ts for client data

  • Do: Ensure all required fields (like name and contact information) are filled in for each client

  • Don't: Include unnecessary columns or data that are not relevant to your Bookem client profiles

  • Do: Use consistent formatting for all data entries

  • Don't: Use special characters or symbols in names or addresses that might cause import errors

  • Do: Double-check for duplicate entries in your client list before importing

  • Don't: Leave any blank rows or columns in your CSV file

  • Do: Save your CSV file in UTF-8 encoding to avoid character encoding issues

By following these guidelines, you can ensure a smooth and successful import of your client data into Bookem.

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