Importing clients from another system — Help

If you're moving from another system, you can import your entire client list in one go — no need to re-enter hundreds of records by hand.

What you'll need

A CSV or Excel file with your client records. Most practice management systems (Fresha, Cliniko, Jane App, etc.) can export this from their reports or data export section.

How it works

Go to Clients and click Import clients. Pick the source — Fresha, Cliniko, or CSV / Excel / other — and upload your file. You review the extracted clients in a table before anything is saved.

For Fresha we use a purpose-built parser that knows the exact export format, so it's instant (no AI step) and picks up the extra columns Fresha gives us — see Moving from Fresha for the full mapping. For Cliniko and other sources, AI reads your file and extracts names, emails, phone numbers, dates of birth, and notes, regardless of how your file is structured.

Duplicates and re-importing

Clients are matched by phone number. If a client already exists, a brand new row isn't created — instead, for Fresha imports, the marketing-consent and "Do not book" flags on the existing record are refreshed from the CSV (everything else, like notes and address, is left alone). That means you can safely re-export from Fresha after toggling someone's marketing preference there, and the change carries over.

UK phone numbers

UK mobiles starting with 44 or +44 are normalised to the friendlier 07... form on import. Foreign numbers are left as they are.

Tips for a clean import

If you used Fresha, just pick the Fresha source and drop the file in — no fiddling needed
For other sources, make sure phone numbers are in a consistent format (the AI handles most variations)
If your export has multiple tabs or sheets, combine them into one before importing
The AI processes up to ~500 clients at once — for larger lists, split into batches (Fresha imports have no practical limit since they don't use AI)

Undoing an import

Right after the import finishes you can click Undo import to remove every newly-created client from that batch. The same is also available from History on the Clients page. Note: the flag refresh on existing clients isn't rolled back by Undo — only the rows that the import inserted are deleted.