Import Customer Guide

How to import previous customers

A customer import can be done for accounts that are online (customers are stored at the account level rather than the venue level). You can tell if an account is online, because it will have a new tab next to Admin & Managers, for Customers.

The import must be a CSV file. The columns and data need to be exact, or the file will be rejected.

Customer Import CSV Format

The CSV file format for the customer importer is made up of two main parts: the header and the data.

Header

The header is the first row of the CSV file and specifies the fields that will correspond to the data below it. Each of the fields in the list below must appear on the first line verbatim in the order specified and must be separated by a comma “,” (without the quotes). Even if you do not have data for one of the fields, the field must still be present in the header.

Index	CSV Header Value	Description	Required
1	First Name	This is the customer’s first name in free text format	Yes¹
2	Last Name	This is the customer’s last name in free text format	Yes¹
3	Phone	The customer’s primary phone number (preferably mobile) in international format. eg: +61412000000	Yes²
4	Additional Phone	The customer’s additional phone number. This does not have a strict format and will be saved as free text	No
5	Email	The customer’s e-mail. This should be in the format abc@xyz.domain	Yes²
6	Street Address	The customer’s street address	No
7	Suburb	The customer’s suburb	No
8	Postcode	The customer’s postcode	No
9	BirthdayDate	The customer’s birthday date, e.g if customer was born on 21 September 1980, the value will be 21	No³
10	BirthdayMonth	The customer’s birthday month, e.g if customer was born on 21 September 1980, the value will be 9	No³
11	BirthdayYear	The customer’s 4 digit birthday year, e.g if customer was born on 21 September 1980, the value will be 1980	No³
12	Subscribed	This is the customer’s subscribed checkbox. It can be Y or N	Yes
13	Company	The company the customer works for	No
14	Customer Notes	Venue notes about the customer	No

Either a first name or last name are required.
Either a primary phone number or an e-mail are required.
If supplied, valid combinations are:
- BirthdayDate and BirthdayMonth
- BirthdayDate and BirthdayMonth and BirthdayYear

Data Rows

The data rows represent the actual data. In this case, each row represents a customer. Each of the customer’s data fields needs to be separated by a comma (as with the header) and needs to be aligned with the correct header field.

Preparing for Import

We’ve provided a spreadsheet with the correct columns. Please copy the data from your previous booking system customer database export and paste it into the correct column.

Note: Editing your document in Excel may cause formatting issues – eg. Phone numbers will lose their leading zeros or plus signs if in international format. Make sure these columns are “Text” format to prevent this. We’ve set this up in the provided spreadsheet, so make sure any data pasted into it is pasted matching destination formatting.

Once you’ve edited your spreadsheet so that it matches the requirements, save the file as a CSV for uploading.

Import

When you’re ready to import, go to the Customers tab on an account in admin. Click the import button and select the CSV.

You will also need to add an email address. This is because the import process happens in the background and may take a few minutes – depending on the number of customers. When the process has finished you will be emailed to let you know the process is complete.

As the customers are uploaded to the Account, rather than specific venues, you can create a booking in any venue and the customers will appear as suggestions when searching for a customer, but they won’t appear in the Customer tab within a venue’s diary until they have a booking in this venue.

Errors

Once you’ve selected the CSV file, we evaluate it, before starting the import process. You will immediately be given a list of errors (including the row that it occurs in), if applicable. If there are no errors, we will begin the import process.

Example

An example of two customer records is below, one with all the data and one with just required fields:

First Name, Last Name, Phone, Additional Phone, Email, Street Address, Suburb, Postcode, Birthday, Subcribed, Company, Customer Notes

Bob,Smith,+61400000000,0299999999,bob.smith@test.com,90 Mona Vale Rd,Warriewood,2103,21,09,1985,Y,Unifii,Likes window seat

Peter,,+61400000001,,,,,,,,,,