Importing Clients From Another System

Moving from an old system to Appointible should feel more like a fresh start than a data migration horror story. This guide walks step by step through importing clients from a CSV or text file and getting everything nicely organized into lists.

Open Import

1. Click Settings in the left menu.
2. Under Data, select Import.

If Home shows the Import your clients row, clicking it opens the same page.

Start the import

The Import page asks How do you want to import your clients? and offers three options: Upload spreadsheet, Upload text file and Copy / Paste. This guide follows Upload text file.

1. Click Upload text file.

Prepare the CSV file

Appointible imports clients from a CSV file (comma-separated values) or a compatible text file. Before uploading, check a few basics so the import runs smoothly:

• Each row should be one client.
• Each column should be a single piece of information, such as First name, Last name, Email, Phone number, etc.
• Make sure there is at least one unique identifier per client, ideally an email or phone number.
• Remove extra header rows, totals, or notes from the file.

If needed, click Download sample file in the import screen and match the old system export to that format. It is a quick way to avoid surprises later.

Upload the file

1. In the import window, click Choose a CSV file, or drag and drop the CSV file into the dashed box.
2. When the file is selected, it appears under the dashed box and the Next: Map fields button becomes available.

If the file format is not correct, adjust it based on the sample file and try again. A few minutes of cleanup here usually saves a lot of time later.

Map fields

Next, Appointible asks to match the columns from the file to client fields. This tells the system what each column means.

1. Click Next: Map fields.
2. For each column from the file, open the dropdown and choose the matching field in Appointible, such as First name, Last name, Email, or Phone number.

The first row of the import is shown as an example, which makes it easier to see what is what.

Important: At least one of these fields must be mapped to import clients:

• Email, or
• Phone number

If neither is mapped, the import cannot continue. The system will show an error similar to: To import clients the "Phone number" or "Email" field should be mapped.

If the correct field is not available in the list, a new field can be created directly from the mapping screen.

Create new fields

If the old system has information that does not fit into existing fields, a custom field can be created on the spot.

1. In the field dropdown, click Create field.
2. Adjust the Field name if needed. It is pre-filled with the column name from the file.
3. Choose the Field type (for example, Text input is selected by default).
4. Optionally, add a short description so it is clear what the field is used for later.
5. Click Save.

The new field is created on the Fields page and is automatically selected for that column. When all columns are mapped, click Next: Organize.

Organize into lists

In the last step, clients from the import can be organized into a list. This makes it easier to find and segment them later in Lists & segments.

1. Under Select a list to add clients to:, open the list dropdown.
2. Choose an existing list, or click Create list to set up a new one. A list is required.
3. If the file has no marketing consent column mapped, choose whether the imported clients gave marketing consent:
   • Yes. The imported clients gave me consent to contact them with marketing messages. Then read Appointible's Terms of Service and select the checkbox that appears. The Import clients button stays disabled until it is selected.
   • No. Import these clients with no Marketing Consent. No checkbox is needed.
4. Click Import clients to start the import.

Check the import log

After starting the import, progress can be monitored in the Import log further down the same Import page.

The log shows:

• Import status and progress
• How many clients were imported
• Any rows that failed and why (for example, missing email and phone, or invalid data)

If some rows fail, click the import's status tag to open Import errors, fix the issues in the file, and run another import with just those corrected rows. It is a bit like a second draft, but for data.

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