These instructions will show you how to format data and database tables from another program, such as another database program or Microsoft Excel, properly to be imported into your Cloud software. A separate file is required for each list of information that can be imported. At minimum, each of the following fields from the list below must be present for a new record to be created successfully in a table:
ID (will vary depending on the table, i.e. ClientID for Clients, EmployeeID for Employees)
FirstName
LastName
Name (for Suppliers)
The following information types can be imported:
Clients
Client Notes
Pets
Products
Services
Employees
The database table fields are indicated by the Column in Database in each of the tables below. The software will only import a tab delimited or CSV text file. If you are using a spreadsheet or database program for creating your files for importing, make sure to save a copy of each file as a Text (tab delimited) file and use this for importing. We recommend naming each file you create the same as the data type you will be importing.
Importing Your Files
Log into your account at your software's online website.
Select the Options button.
Click Support then Import My Data on the left.
Select the badge icon for the data type you would like to import.
Select the desired option for handling duplicate entries.
Click Import [Data Type Name].
Select the file you created or exported from another database program.
Match the column names in your uploaded file with the corresponding fields to be created in your software database. It's possible your file contains names that are different from what will be created. (This is okay! All you have to do is choose the ones that correspond. See the next section with detailed descriptions for assistance.)
Click Continue Importing.
Repeat steps 4-9 until all data types are imported.
Data Type Formatting Tables
Clients
Column in Database | Description | Type | Example |
Address | Address | Text | 123 Anystreet |
Address2 | Second line of address | Text | Apt. 201 |
CellPhone | Cell phone number | Text | (555) 555-1212 |
City | City | Text | Anytown |
Class | Class or category. Short phrase describing the type of service the client frequents | Text | Tan |
ClientHistory | Notes or other history | Text | Use color formula #123. Let set extra 5 min. |
ClientID | ID number for the client | Number | 1000 |
Comment | General client comment | Text | Has two children |
DateCreated | Date client's record was created | Text | 2/24/1997 |
DOB | Date of birth | Date | 2/1/1975 |
DoNotSendMarketingEmail | Client's preference for e-mail marketing | Text (TRUE for yes, FALSE for no) | False |
E-mail address | Text | ||
FirstEmployeeID | ID of the first employee to provide service to the client | Number | 100 |
FirstEmployeeName | Name of the first employee to provide service to the client | Text | Bill Rogers |
FirstName | First Name | Text | Mary |
FirstVisit | Date of first visit | Date | 3/4/1997 |
HomePhone | Home phone number | Text | (555) 555-1212 |
Inactive | Is the client inactive? | Text (TRUE for yes, FALSE for no) | False |
LastName | Last Name | Text | Smith |
LastEmployeeID | ID of the last employee to provide service to the client | Number | 101 |
LastEmployeeName | Name of the last employee to provide service to the client | Text | Jenny Johnson |
LastVisit | Date of last visit | Date | 10/5/2011 |
Occupation | Client's occupation | Text | Teacher |
Referral | Client's referral type | Text | Newspaper |
SendAppointmentNotificationEmail | Does client want e-mail reminders? | Text (TRUE for yes, FALSE for no) | TRUE |
SendAppointmentNotificationSMS | Does client want text reminders? | Text (TRUE for yes, FALSE for no) | TRUE |
State | State | Text | California |
TotalSpent | Total amount spent by client | Number | 475.50 |
TotalVisits | Total number of visits | Number | 17 |
WorkPhone | Work phone number | Text | (555) 555-1212 |
Zip | Zip or postal code | Text | 12345-6789 |
Client Notes
Column in Database | Description | Type | Example |
Category | Category | Text | Formula History |
ClientID | Client's ID number | Text | 3261 |
DateCreated | Date note was created | Text | 3/4/1997 |
FirstName | Client's first name | Text | Jim |
LastName | Client's last name | Text | Brancheau |
Note | Text body of note | Text | Use Lilac Shampoo. Color #637. |
Pets
Column in Database | Description | Type | Example |
AgWithAnimals | Aggressive with animals? | Text (TRUE/FALSE) | TRUE |
AgWithPeople | Aggressive with people? | Text (TRUE/FALSE) | False |
Barker | Is a barker? | Text (TRUE/FALSE) | TRUE |
Biter | Is a biter? | Text (TRUE/FALSE) | FALSE |
Blind | Is the pet blind? | Text (TRUE/FALSE) | FALSE |
Breed | Pet breed | Text | Beagle |
Burns | Burns easily? | Text (TRUE/FALSE) | FALSE |
Chews | Does pet chew? | Text (TRUE/FALSE) | TRUE |
ClientID | Client ID of the pet's owner | Number | 1064 |
Color | Color of fur | Text | White with brown spots |
Comments | General comments about the pet | Text | Likes playing fetch |
Dead | Is the pet deceased? | Text (TRUE/FALSE) | FALSE |
Deaf | Is the pet deaf? | Text (TRUE/FALSE) | FALSE |
Diabetic | Is the pet diabetic? | Text (TRUE/FALSE) | FALSE |
DOB | Pet's date of birth | Date | 2/20/2009 |
Epileptic | Is the pet epileptic? | Text (TRUE/FALSE) | FALSE |
FirstName | First name of the pet's owner | Text | Mary |
Gender | Pet's gender | Text (Male or Female) | Male |
GroomComments | Grooming comments | Text | Allergic to pink dye |
GroomLevel | Groom level (easy, average, challenging) | Text | Easy |
HairDryer | Afraid of hair dryer? | Text (TRUE/FALSE) | TRUE |
Heart | Has heart condition? | Text (TRUE/FALSE) | FALSE |
Hyper | Is hyper? | Text (TRUE/FALSE) | TRUE |
Inactive | Is the pet inactive? | Text (TRUE/FALSE) | FALSE |
KennelComments | Kenneling comments | Text | Needs own kennel |
Last Visit | Pet's last visit date | Text | 3/15/2015 |
LastName | Last name of the pet's owner | Text | Jones |
LeashOn | Keep leash on? | Text (TRUE/FALSE) | TRUE |
Length | Groom length | Text | Short shave |
MedicalComments | Medical information | Text | Needs lots of exercise |
Name | Name of the pet | Text | Buttons |
PersonalityComments | Comments about personality | Text | Likes to snuggle |
PetID | Pet ID number | Number | 104 |
Rabies | Has rabies vaccine? | Text (TRUE/FALSE) | True |
SensitiveSkin | Has sensitive skin? | Text (TRUE/FALSE) | FALSE |
Shy | Is shy? | Text (TRUE/FALSE) | FALSE |
Texture | Fur texture | Text | Silky |
Type | Type of pet (Cat, Dog, Other) | Text | Dog |
Vet | Vet's name | Text | Dr. Cloud |
Weight | Weight | Text | 25lb |
Products
Column in Database | Description | Type | Example |
Backbar | Backbar items are used in-house to support services. | Text (TRUE or FALSE) | TRUE |
Category | Category | Text | Shampoo |
Favorite | Indicates if item should appear in Favorites List | Text (TRUE or FALSE) | TRUE |
ID | Product ID or SKU number. The ID must be unique | Text | Sham100 |
Inactive | Is the product inactive? | Text (TRUE or FALSE) | FALSE |
Make | Make, usually the item's brand name | Text | Great's Shampoo |
Name | Description or name of product | Text | Lilac Shampoo |
Retail | Retail Price | Number | 8.99 |
Size | Size | Text | 12 oz |
StockCount | Current stock quantity | Number | 4 |
Supplier | Supplier of the product | Text | My Supplier |
Tax1 | Indicates if tax1 should be applied to product sales | Text (TRUE or FALSE) | TRUE |
Tax2 | Indicates if tax2 should be applied to product sales | Text (TRUE or FALSE) | FALSE |
Wholesale | Wholesale Price | Number | 4.50 |
Services
Column in Database | Description | Type | Example |
Category | Category | Text | Hair Styling |
Dur | Service duration (length of time) | Number | 45 |
DurProcess | Process duration (length of time) | Number | 30 |
DurFinish | Finish duration (length of time) | Number | 15 |
Favorite | Indicates if item should appear in Favorites List | Text (TRUE or FALSE) | TRUE |
ID | ID | Text | Color |
Inactive | Is the service inactive? | Text (TRUE or FALSE) | FALSE |
Name | Description | Text | Color Service |
Price | Price | Number | 45 |
RequiresProcess | Does the service require processing time? | Text (TRUE or FALSE) | TRUE |
Tax1 | Indicates if tax1 should be applied to service sales | Text (TRUE or FALSE) | FALSE |
Tax2 | Indicates if tax2 should be applied to service sales | Text (TRUE or FALSE) | FALSE |
Employees
Column in Database | Description | Type | Example |
ABName | Name shown on Appointment Book | Text | Rita |
Active | Is the employee actively employed? | Text (TRUE or FALSE) | TRUE |
Address | Address | Text | 100 Park St |
Address2 | Second line of address | Text | Apt. 100 |
Category | Employee category | Text | Hair Stylist |
CellPhone | Cell phone number | Text | (555) 555-1212 |
City | City | Text | Middleville |
DOB | Date of birth | Date | 5/10/1975 |
DOH | Date of hire | Date | 2/7/2002 |
E-mail address | Text | ||
EmployeeID | ID Number | Number | 1000 |
FirstName | First Name | Text | Rita |
HomePhone | Home phone number | Text | (555) 555-1212 |
Independent | Is the employee an independent contractor? | Text (TRUE or FALSE) | FALSE |
LastName | Last Name | Text | Doe |
Phone | Phone Number | Text | (555) 555-1212 |
SendAppointmentNotificationEmail | Send e-mail apt. notifications? | Text (TRUE or FALSE) | TRUE |
SendAppointmentNotificationSMS | Send SMS apt. notifications? | Text (TRUE or FALSE) | TRUE |
State | State | Text | FL |
XAuthKey | XWeb authorization key | Text | 912wefw96w51edf3145fwf8 |
XTerminalID | XWeb terminal ID number | Text | 89161891 |
XWebID | XWeb ID number | Text | 496065191991695 |
ZIP | ZIP or postal code | Number | 44444 |