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Importing and Exporting Appointments and Clients
In this article:
Appointments
Importing Appointments⚓
Appointments can only be imported by Acuity staff. To have us import your appointments for you:
- Organize your appointments in a spreadsheet. If you're migrating from another scheduling program, you will likely need to export your appointments from that program.
- Remove any cancelled appointments. They cannot be imported.
- Make sure your columns match the requirements described below.
- Break the list into groups of 500. Save each group of 500 appointments as a separate CSV file. Make sure each file has column headers.
- Email the CSV files to support@acuityscheduling.com.
We'll review the data and, if it meets our requirements, import it to your account. You’ll get a notification from us, either letting you know the import was successful or explaining what problems we encountered with the data.
Data requirements
Each row must have these columns:
- Client's name
- Date and time of the appointment — Dates must be formatted MM/DD/YYYY.
- Appointment end time or duration
- Appointment type
Each row may also have these columns:
- Client’s phone number
- Client’s email
- Which calendar the appointment should be assigned to
- A notes field
Click here if you’d like to download a sample file
Important:
- We cannot import any other fields, and we can only import one notes field. If there is other data you wish to preserve, you could combine that data into the notes field.
- We cannot import payment information.
- We cannot import images.
- We cannot import classes as classes. (You can import the class, then offer the date and time, and attendees will populate into it.)
- Importing appointments will not update the existing appointments on your calendar; it will only add new appointments to your calendar.
- Acuity will not send out notifications for appointments that don't include the client's contact information, even if the client's contact information is elsewhere in the system.
- We can undo appointment imports if necessary. Please let us know if an import causes a problem.
- We cannot import appointment time zones. All appointments will import to the account timezone setting.
Exporting Appointments⚓
To export appointments:
- Go to Appointments > Reports, then click on the Export tab.
- Select the date range of appointments you’d like to export.
- Choose whether to include canceled appointments.
- Select the intake forms you want to include. Note: If you select an intake form, only appointments with those forms attached will be included in the export.
- Select Export Appointments.
- Your computer will download a CSV file from Acuity.
Client List
Importing Clients⚓
To import a list of your clients:
- Organize your clients into a spreadsheet.
- Make sure your columns match the requirements described below..
- Break the list into groups of 5,000. Save each group of 5,000 clients as a separate CSV file.
- Go to Appointments > Clients > Import/Export.
- Click Import Clients.
- Select the CSV file you want to import.
- Click Import.
- Use the dropdown menus at the top of the page to link your columns with Acuity data fields.
- Click Import Clients.
Data requirements:
Acuity can import the following fields:
- First Name
- Last Name
- Phone Number
- Email Address
- Notes
Any other fields will not be imported. If you have other fields you want to keep, label them all as notes when you're linking your columns with Acuity’s data fields. The information will be added as notes to the client’s entry in the client list.
Important: We cannot import images.
Learn more about getting a CSV file of your contacts from other programs:
To undo a client import:
- Go to Appointments > Import/Export.
- Click Import Clients.
- Click Undo This Import next to the import you want to undo.
- Click OK.
Exporting Clients⚓
When you export your client list, you will get a spreadsheet with the following columns:
- Client name.
- Client email address.
- Client phone number.
- Notes on the client file.
- Days since last appointment. (This will be empty if the client has an upcoming appointment, if their last appointment was less than 24 hours ago, or if they’ve never scheduled an appointment.)
You can use the spreadsheets for custom reporting. They can also be uploaded into many bulk email programs.
To export your client list:
- Go to Appointments > Clients > Import/Export.
- Click Export Client List.
- Use the dropdown menu to choose whether to export all clients, only those who have booked within a set amount of time, or only those who have not booked within a set amount of time. This can useful for businesses with short-term client bases. For example, a school might want only a list of clients who attended classes in the most recent semester.
- Your computer will download a CSV file from Acuity.
CSV files explained⚓
A CSV file is a common file type used to save spreadsheets. It has the advantage of being compatible with a wide number of programs. You can open one in Excel, Google Sheets, or Numbers, for example. The name is short for for comma-separated values file, which describes the way the data is stored in the file.
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