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How to Update Existing Clients From a CSV File

Updated

Overview

This tutorial will show you how to update multiple clients, prospective clients, and leads in StudioCloud with new client information from a csv file.

Table of Contents

  1. How to Update Clients Using a CVS File
  2. How to Match Clients
  3. How to Select the Column Headers
  4. Column Breakdown

How to Update Clients using a CSV File

  1. Go to the Clients component
  2. Click on the Settings tab
  3. Click on the Update Existing Clients button
  4. Click the Import Options menu option
  5. Select the Import from CSV (Comma Separated) menu item 
    1. CSV import.png
  6. Select a CSV file from your computer
  7. Select your desired matching method
  8. Select the correct column headers
  9. Click the save button to update the clients

How to Match Clients

StudioCloud offers multiple ways to match clients in the CSV file to clients in StudioCloud. Select the desired method. If a match is not found StudioCloud will ignore the client and not update anything

  1. Go to the Clients component
  2. Click on the Settings tab
  3. Click on the Update Existing Clients button
  4. Click the Matching menu option 
    • matching.png
  • Match Clients Based Upon Client Number
    • If this method is chosen you must have a column selected for client numbers
  • Match Clients Based Upon Client Number and First and Last Name
    • If this method is chosen you must have a column selected for client numbers, first name, and last name
  • Match Clients Based Upon First and Last Name
    • If this method is chosen you must have a column selected for first name and last name
  • Match Clients Based Upon First and Last Name and Business Name
    • If this method is chosen you must have a column selected for first name and last name and business name
  • Match Clients Based Upon Email Address
    • If this method is chosen you must have a column selected for the email address

How to Select the Column Headers

Once you have imported the clients using a CSV file and selected the desired matching method, you must then select the columns that you want to be updated. To select a column header click on the column header as shown in the screenshot below and selected the desired column header field.

select_column_header_v2.png

Please leave the columns blank that you do not want to be updated.

update_clients_column_header.png

If the Match Based On Clients First Name and Last Name is selected the orange arrows in the screenshot below will be used to match with the client. The yellow arrows will be used to update the client information to have that new information. The black arrows are columns that will be ignored.

matching_based_off_client_name.png

If the Match Based On Clients Email Address is selected the orange arrows in the screenshot below will be used to match with the client. The yellow arrows will be used to update the client information to have that new information. The black arrows are columns that will be ignored.

matching_based_off_email_address.png

Column Breakdown

StudioCloud supports importing the following columns

  • Business Name
  • First Name
  • Last Name
  • Street
  • City
  • State
  • Zip/Postal Code
  • Email
  • Home Phone
  • Work Phone
  • Cell Phone
    • The Cell Phone field is used to send automatic text message reminders.
  • Notes
    • You can have multiple note fields. It will automatically merge them together.
  • Customer Number
    • This is the number for the client.
  • Tag #1
  • Tag #2
  • Tag #3
  • Birthday (DD/MM/YYYY)
    • This field will import the birthday of the client. The date format has to have the day first, followed by the month, followed by the year. For example, 24/10/1990
  • Birthday (MM/DD/YYYY)
    • This field will import the birthday of the client. The date format has to have the month first, followed by the day, followed by the year. For example, 10/24/1990
  • Anniversary (DD/MM/YYYY)
    • This field will import the birthday of the client. The date format has to have the day first, followed by the month, followed by the year. For example, 24/10/1990
  • Anniversary (MM/DD/YYYY)
    • This field will import the birthday of the client. The date format has to have the month first, followed by the day, followed by the year. For example, 10/24/1990
  • Gender
    • This field is expecting to see either Male or Female
  • Title
    • This field can contain any text but would usually have Mr, Mrs, Dr., etc
  • Country
  • Suffix
  • Custom Field #1
    • This field can contain any text
  • Custom Field #2
    • This field can contain any text
  • Custom Field #3
    • This field can contain any text
  • Custom Field #4
    • This field can contain any text
  • Custom Field #5
    • This field can contain any text
  • Custom Field #6
    • This field can contain any text
  • Referral Source