Importing and Exporting Appointments and Clients

In this article:

Importing Appointments

Before you begin, organize your appointments into a spreadsheet. If you're migrating from another scheduling program, you will likely need to export your appointments from that program. Break your spreadsheet of appointments into groups of 1,000 rows, and save each group as a separate CSV file

Note: Importing appointments will not update existing appointments; it will only add new appointments to your appointment calendar. If you import appointments you’ve also manually added to Acuity, you will have duplicates.

Data requirements

Each row must have these columns:

  • Client's name
  • Date and time of the appointment — Dates must be formatted MM/DD/YYYY.
  • Appointment end time or duration — Duration must be in minutes.
  • Appointment type

Each row may also have these columns:

  • Client’s phone number
  • Client’s email
  • Which calendar the appointment should be assigned to
  • A notes field

Tip: If you want Acuity to send automated notifications for imported appointments, include client contact information with each one. Acuity won’t send reminders for appointments that don’t have contact information, even if that information is somewhere else in the system.

Limitations

  • It isn’t possible to import columns other than those listed above, and it’s only possible to import one notes field. If you have other data you want to preserve, combine those columns into the notes column.
  • It isn’t possible to import cancelled appointments. Remove them before you begin.
  • It isn’t possible to import payment information or images.
  • It isn’t possible to import appointment time zones. All imported appointments have your time zone setting. 

Click here if you’d like to download a sample file

Import appointments

To import appointments:

  • Go to Appointments > Reports > Export.
  • Click Import Appointments, then Choose File.
  • Select your CSV file, and click Open, then Import.
  • Acuity will automatically detect what information each column contains. Use the drop-down menus to fill in any blanks or make any corrections that are needed, then click Preview Appointments
  • Use the drop-down menus in the Calendar section to control which calendars Acuity adds the imported appointments to. 
  • Use the drop-down menus in the Appointment Types section to control how Acuity treats the appointment types of your imported appointments. See your options below.
  • Click Import Appointments.

Appointment type options

When Acuity imports appointments, you choose how it handles each imported appointment type.

 

Option

Effect

Create a new appointment type for this and immediately delete it.

The appointments will import, and will have an appointment type that exactly matches the appointment type listed in your spreadsheet. The appointment type won’t exist anywhere else in the system, and you won’t be able to schedule new appointments of this type.

Create a new appointment type for this.

The appointments will import, and will have an appointment type that exactly matches the appointment type listed in your spreadsheet. The appointment type will be added to Acuity, and you’ll be able to schedule new appointments of this type.

Don’t import anything of this type.

These appointments won’t be imported.

One of your existing appointment types

The imported appointments will have the appointment type you selected in the drop-down menu.

 

Import classes

To import classes:

  • Create an appointment type for your class, and offer it on your schedule at the date and time of the class session you want to import.
  • Enter each class attendee as a separate appointment in the spreadsheet you’re importing.
  • As long as the dates, times, and calendar match, Acuity will put the attendees in the class session. 

Undo an import

If an import causes a problem, undo the import and try again. To undo an import:

  • Go to Appointments > Reports > Export.
  • Click Import Appointments.
  • The Recently Imported Appointments field will appear. Find the import you want to undo, click Undo This Import, then click OK.

 

Exporting Appointments

To export appointments:

  • Go to Appointments > Reports, then click on the Export tab.
  • Select the date range of appointments you’d like to export.
  • Choose whether to include canceled appointments.
  • Select the intake forms you want to include. Note: If you select an intake form, only appointments with those forms attached will be included in the export.
  • Select Export Appointments.
  • Your computer will download a CSV file from Acuity.

Importing Clients

To import a list of your clients:

  • Organize your clients into a spreadsheet.
  • Make sure your columns match the requirements described below.
  • Break the list into groups of 5,000. Save each group of 5,000 clients as a separate CSV file.
  • Go to Appointments > Clients > Import/Export.
  • Click Import Clients.
  • Select the CSV file you want to import.
  • Click Import.
  • Use the dropdown menus at the top of the page to link your columns with Acuity data fields.
    Screen_Recording_2019-02-21_at_07.00_AM.gif
  • Click Import Clients.

Data requirements:

Acuity can import the following fields:

  • First Name
  • Last Name
  • Phone Number
  • Email Address
  • Notes

Any other fields will not be imported. If you have other fields you want to keep, label them all as notes when you're linking your columns with Acuity’s data fields. The information will be added as notes to the client’s entry in the client list.

Important: We cannot import images.

Learn more about getting a CSV file of your contacts from other programs:

To undo a client import:

  • Go to Appointments > Import/Export.
  • Click Import Clients.
  • Click Undo This Import next to the import you want to undo.
    Screen_Shot_2019-02-21_at_7.22.08_AM.png
  • Click OK.

Exporting Clients

When you export your client list, you will get a spreadsheet with the following columns:

  • Client name.
  • Client email address.
  • Client phone number.
  • Notes on the client file.
  • Days since last appointment. (This will be empty if the client has an upcoming appointment, if their last appointment was less than 24 hours ago, or if they’ve never scheduled an appointment.)

You can use the spreadsheets for custom reporting. They can also be uploaded into many bulk email programs.

To export your client list:

  • Go to Appointments > Clients > Import/Export.
  • Click Export Client List.
  • Use the dropdown menu to choose whether to export all clients, only those who have booked within a set amount of time, or only those who have not booked within a set amount of time. This can useful for businesses with short-term client bases. For example, a school might want only a list of clients who attended classes in the most recent semester.
    Screen_Shot_2019-02-21_at_7.33.38_AM.png
  • Your computer will download a CSV file from Acuity.

CSV files explained

A CSV file is a common file type used to save spreadsheets. It has the advantage of being compatible with a wide number of programs. You can open one in Excel, Google Sheets, or Numbers, for example. The name is short for for comma-separated values file, which describes the way the data is stored in the file.

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