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Importing Overview
Importing Overview
Angel Horowitz avatar
Written by Angel Horowitz
Updated over 7 months ago

These instructions will show you how to properly format data and database tables from another program, such as another database program or Microsoft Excel, to be imported into your Cloud software.

To make your life easier, you can email us the data file from your previous software to [email protected]. We will need your name, your business name, your business phone number, details on what data you want us to import from your data file, the name of the software your data file is from, and your data file. If we are able to identify your DaySmart cloud account, we will send your data file over to our data team to be imported into your cloud account for you. This process can take 1-3 business days once our data team has received your data file.

If you wish to format the data file yourself, 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

  • 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

  1. Log into your account at your software's online website.

  2. Select the Options button.

  3. Click Support then Import My Data on the left.

  4. Select the badge icon for the data type you would like to import.

  5. Select the desired option for handling duplicate entries.

  6. Click Import [Data Type Name].

  7. Select the file you created or exported from another database program.

  8. 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.)

  9. Click Continue Importing.

  10. 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

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.


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

Email

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

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