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Import Calendar Information From Successware

Updated

Overview

This tutorial will give you the steps to export your appointments and sessions from Successware and then import them into StudioCloud.

Table of Contents

Video Overview Of The Import Process

How to Import Future Appointments And Sessions from Successware

The steps below describe how to import calendar events, appointments, and sessions into StudioCloud. This option only applies to future appointments, events, and sessions.

Limitations of this method:

  • This method only exports appointments, sessions, and events that are occurring in the future. It does not provide a way to export past appointments, sessions, or events
  • Client or employee information is not included in the ICS file and, as such, so there is no way to match up clients and employees with an event.
  • You will have duplicate sessions on the calendar if you import using this method as well as the method below.
  • This method does not import the scheduled employee because Successware does not export that information

How to Export Calendar Information from Successware

  1. Open Successware
  2. Go to the Success Tracking
  3. Under File go to the file menu option "Display Scheduler"
  4. Click the "Export" button followed by the "Export to iCalendar File" button
  5. The default name that it displays is "SuccessWare Appointments". We recommend adding the .ics tag to the end of the name so that it is "SuccessWare Appointments.ics"
  6. Click the Save button
  7. If StudioCloud is importing your calendar for you please email the ICS file to support@studiocloud.com. If you are importing the calendar yourself please go to the step below.

How to Import Calendar Information into StudioCloud

Note: StudioCloud does not provide support for the import process below unless you pay for Studiocloud to import the data for you. The following blog post explains why. http://blog.studiocloud.com/2015/02/importing-data-into-studiocloud.html

How to Import Historical Session Information from Successware

The steps below describe how to import sessions into StudioCloud.

Limitations of this method:

  • This method only imports sessions. It does not import appointments.
  • This method imports historical and future sessions.
  • All sessions will be imported on the correct date but they will all be imported at 10 am. Successware does not export the session time. Only the session date.
  • This method imports the session name and calendar type and links it to the correct client.
  • This method does not import the scheduled employee because Successware does not export that information

How to Export Session Information from Successware As A PDF

  1. Open Successware
  2. Go to the Success Tracking
  3. Under File go to the file menu option "Sessions"
  4. Click the "List Sessions" menu item option
  5. Click the "Print Sessions" button and save the file to a PDF
  6. Click the Save button
  7. If StudioCloud is importing your calendar for you please email the file to support@studiocloud.com. If you are importing the calendar yourself please go to the steps below.

How to Import Just The Sessions Into StudioCloud

Note: StudioCloud does not provide support for the import process below unless you pay for Studiocloud to import the data for you. The following blog post explains why. http://blog.studiocloud.com/2015/02/importing-data-into-studiocloud.html

  1. Click the Calendar component
  2. Click the Settings tab
  3. Click the Import Calendar button
  4. Click the Import Options menu bar
  5. Click the Import Calendar From Third Party Software menu option
  6. Click the Import Successware CSV file menu item
  7. Find your Successware CSV file
  8. Click Open
  9. Click the Save button

CSV Column Header Format

StudioCloud is expecting the headers listed below in the CSV file. The order of the headers in the csv file is not important but having the headers in the file is important.

  • Client
    • This column contains the last name of the client followed by the first name of the client with a comma separating them. For example, Doe, John
  • Number
    • This column contains the session or event number
  • Product Line
    • This column contains the product line which is matched with a calendar type in StudioCloud. If a matching calendar type can not be found in StudioCloud for the product line then the calendar type of Session is used.
  • Category
    • This column contains the category that is matched with a calendar sub-type in StudioCloud. 
  • Date
    • This column contains the date for the session or event. Because Successware doesn't export out the time or the end date StudioCloud automatically schedules the start time at 10 am and the end time at 11 am. Because this is for historical purposes it is assumed that the date is important but not the time.
  • Status
    • This column contains the status which is imported into StudioCloud into the notes field for a session or event.