In this article
Objective
Use Import/Export to add Clients in bulk to your instance of Coconut or perform a mass update on existing Clients records.
Steps
To perform a Clients import, download the .csv template file, complete the file as indicated, and import it into your instance of Coconut.
NOTE: Coconut currently supports an import limit of up to 100,000 Clients records.
Download the .csv template file
From the navigation menu, click Import/Export
From Data Type, select Clients
Click Export Data to download a template in the supported format to use for the Clients import
NOTE: If you have not added a Client to your instance of Coconut, the download will include only the column headers
When Export Data is clicked, an audit operation is performed on the Clients data that exists in your instance of Coconut. If this is not the first time you are adding Clients to your instance of Coconut and you have received an error message, skip ahead to Resolve formatting errors.
Complete the .csv file
For a sample Clients CSV, jump to the end of the article.
Navigate to where the downloaded .csv template is located on your device
Save the .csv template file to your desired location, based on your organization’s best practices and/or policies
Open the .csv file and complete based on the following parameters:
NOTE: Your .csv template may include additional fields depending on your Coconut package and what add-ons (if any) are included; furthermore, values included in the table below may or may not apply to your instance of Coconut, depending on your package
Field | Description | Required/Optional |
external_id | A unique identifier that represents the Client outside of your instance of Coconut | Required |
new_external_id | Used to update the external_id to a new value (leave blank if no update required) | Optional |
first_name | The Client’s first name | Required |
last_name | The Client's last name | Required |
lang | A 2-character code indicating the Client’s primary language (EN, FR, and ES are available for English, French, and Spanish respectively) | Required |
The Client’s email address | Optional | |
receive_sms | A code indicating whether the Client will receive SMS notifications for appointments, etc.
0 = Does NOT receive SMS notifications
1 = Does receive SMS notifications | Required |
cell_phone | The Client’s cell phone number (digits only) | Optional |
phone | The Client’s phone number (digits only) | Optional |
work_phone | The Client’s work number (digits only) | Optional |
address | The street address of the Client | Optional |
city | The city for where the Client is located | Optional |
zip_postal | The postal code or zip code for where the Client is located | Optional |
prov_state | The 2-character province or state code for where the Client is located (for example, ON = Ontario, NY = New York) | Optional |
country | The 2-character country code for where the Client is located (for example, CA = Canada, US = United States) | Optional |
timezone | The Client's timezone (enter in PHP format; for reference: https://www.php.net/manual/en/timezones.php) | Optional |
notes | Additional details to be included with the Client’s profile | Optional |
Import the .csv file
From the navigation menu, click Import/Export
From Data Type, select Clients
Do one of the following:
Drag and drop the completed .csv file onto the upload target
Click or select from your computer to upload the .csv file
Verify the .csv file is without errors by reviewing the confirmation message that displays upon upload
NOTE: If the Import button does not activate, it indicates there are errors in the .csv file; click Show Errors to review a list of row items in the .csv file that require correction, correct the errors, and re-upload the corrected .csv file (review Resolve formatting errors for more info)
NOTE: If the Import button activates, it indicates that the .csv file is formatted correctly; details of what will be imported display for your review
Click Import
The Clients are imported, and can be accessed by navigating to Clients.
Resolve formatting errors
For tips to resolve the most common formatting errors, please visit this article.
From the error message, click Show All
A details list displays; review the details to confirm what updates are required to which Clients
Complete the required updates by navigating to the existing Clients and updating required fields or updating within the .csv file
The following demonstrates resolving formatting errors by reviewing the errors and updating a revised .csv file. While the example shows a Staff import, the same steps apply.
Resolve external_id errors
An external_id is required for each Client. This identifier enables a database restore should any error occur during the import process. If the error message notes that external_ids are missing, they can be added by either auto-generating an ID or manually inputting an ID.
Auto-generate an external_id
From the error message that displays, click Generate external IDs
An external_id is automatically generated for each item missing the field
Example of an auto-generated external_id: coco_client_da62fc03-986a-4184-a8aa-c44ccf108870
You can now continue with the import process.
Manually generate an external_id
From the error message that displays, click Show All
Note the Client(s) where an external_id is required
From the navigation menu, click Clients
Navigate to a Client that requires updating
Click Profile
Click Detailed Info
Navigate to the External ID field and click the Lock (🔒) icon to unlock the field
Click OK
Enter your desired External ID
Click Save
Repeat steps 4 and 5 for each Client that requires updating
You can now continue with the import process.
A note on access and visibility
Admin users can import/export Clients.