Import Files – Structure and Content  

How to Create Import Files that can be uploaded to our site

You can read through this posting to learn how to create your import files. Learn how to upload excel and csv files with your customer and appointment information. Import Files can contain either “Contact Information”, “Appointment Information”, or Both.  Importing your contacts and/or your appointment information through import files is simply one way of many to add information to your account.

Here are a few additional ways to add appointments (reminders).

  1. You can add appointments through the website interface.
  2. They can be uploaded to our site through import files (.csv, .xls).
  3. They can be added on-the-fly through calendars.

Customers can also be added several ways.  

Here is a link to a tutorial that will explain the basics of creating and uploading import files. For more info and templates, read through this posting.

Tutorial 5 : Import Files

If your contact list is in Outlook or Google, Click Here For info exporting your contact list

To Create an Import File with Contact Information Only follow these steps

  • 1. Either Create an Excel File with the following Headers, or you may download our contact info only example/template here.*Note, the headers are required for a ‘Contact Info Only’ import file.
    FirstName (**OPTIONAL: The first name of your customer)
    LastName (**OPTIONAL: The last name of your customer)
    FullName (**OPTIONAL: The full name of your customer separated by a space)
    PriPhone (REQUIRED: The 10 digit primary phone number of your customer)
    SecPhone (OPTIONAL: The 10 digit secondary phone number of your customer)
    EmailAddress (*OPTIONAL: Your customers email address)
    CustID (**OPTIONAL: Your alphanumeric customer ID if you use one)
    *NOTE : Email Address is optional. However, if you have an email type reminder scheduled for a customer with no email address, the reminder will not be sent.
    **NOTE : FirstName OR LastName is required if you do not enter a CustomerID
    **NOTE : If you cannot split the customer name into First and Last, then you will use the “FullName” field.
  • 2. Verify that every row contains the required fields listed above. In Example 1 Below, all 3 rows are valid.
    Import File Example
  • 3. Save the file as a CSV (Comma Delimited) .csv file

To Create an Import File with Appointment Information follow these steps

  • 1. Either Create an Excel File with the following Headers, or you may download our contact and appointment info example/template here.*Note, the headers are optional but if there are no headers then the columns must appear in the exact order below.
    FirstName (**OPTIONAL : The first name of your customer)
    LastName (**OPTIONAL : The last name of your customer)
    FullName (**OPTIONAL: The full name of your customer separated by a space)
    PriPhone (**OPTIONAL : The 10 digit primary phone number of your customer)
    SecPhone (OPTIONAL : The 10 digit secondary phone number of your customer)
    EmailAddress (OPTIONAL : Your customers email address)
    CustID (**OPTIONAL : Your alphanumeric customer ID if you use one)
    ApptDate (REQUIRED : Appointment Date in the format of MM/DD/YYYY
    ApptTime (REQUIRED : Appointment time in any of these formats: HHMM in 24 hour format, HHMMam/pm, HHMMa/p, HH:MMam/pm, HH:MMa/p)
    ApptDateTime (You may use this field to pass in a DateTime variable instead of ApptDate+ApptTime but it must be a valid datetime field)
    ReminderType OPTIONAL – This field can contain any of the following values:

    • Leave Blank (If you leave it blank then it will send the default reminder type) *See the “Setting up default reminder types” section.
    • ‘Call’, ‘Text’, or ‘Email’ (If you enter one of these values then it will send the first reminder type that matches the outreach method that you specify. If you are planning on using this then it is wise to only create one reminder type of each outreach method (call, text, and email).
    • ReminderTypeID (When you create a reminder type you will see the reminder type ID. If you specify the ReminderTypeID then it will send the reminder type that matches the ReminderTypeID.
    • ReminderTypeDescription (When you create a reminder type you will see the reminder type Description. If you specify the Reminder Type Description then it will send the reminder type that matches the Reminder Type Description.
    • ‘Cancelled’ (If you send this string then the reminder will not go out **NOTE- If you pass in CustID and the CustID matches a record in your customer list then you do not need to send Name, Phone, or Email info.

    CustomField1 OPTIONAL – If you use custom fields in your reminder types, add them here
    CustomField2 OPTIONAL – If you use custom fields in your reminder types, add them here
    CustomField3 OPTIONAL – If you use custom fields in your reminder types, add them here

  • 2. Verify that every row contains the required fields listed above. *Note Email Address is optional. However, if you have an email type reminder scheduled for a customer with no email address, the reminder will not be sent. In Example 2 Below, all 3 rows are valid. Example 2.
    Import Files with Appointment Information
  • 3. Save the file as a CSV (Comma Delimited) .csv file

Additional Must Know Info about Import Files

Please keep the following IMPORTANT INFORMATION in mind when creating an import file

  • If you DO NOT specify the Reminder Type in the import file, that persons default Outreach Method will be set.
  • In other words, if you specify “Call” then that persons default outreach method will be set to “Call”. If you specify a ReminderTypeID and that ReminderTypeID’s Outreach Method is “Email” then that persons default outreach method will be set to Email.
  • Appointment Time and Appointment Date MUST be in the format specified above.
  • If the FirstName and LastName and Phone Number (Pri or Sec) Matches a Record in the Contact List, EmailAddress and CustomerID will be Updated.
  • If the FirstName and LastName Matches a Record in the Contact List but Phone Number (Pri or Sec) do not match, an additional record will be created. This is important to know because it would certainly be possible to have several customers with the same first and last name. It’s usually not a problem if you upload nightly files with Appointment Info since we always match those with all 3 fields. However, if you use a calendar this could be a problem since we only match by First and Last name in the calendar title. If this is the case, you would either need to store a Unique FirstName and LastName for customers with the same name or pass a CustomerID through Calendar TAGS.

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