How to Import Clients

If you have client data in a spreadsheet or another system, you can import multiple clients at once using Notehouse’s bulk import feature. This is the fastest way to migrate from another tool or add a large list of clients without manual entry.

Table of Contents

Preparing Your Data

Before you start, make sure your file is ready. Notehouse provides an import template to help you format your data.

Your data should be organized with one client per row and column headers in the first row. Keep formatting consistent across the file to avoid errors during import.

Common columns include first name, last name, email, phone number, and address fields.

Starting the Import

  1. Go to Account Settings
  2. Open the Organization tab
  3. Scroll down to Import & Export
  4. Select Import
  5. Drag your file into the upload area or click the upload area to select a file
  6. Confirm that each column is mapped to the correct field
  7. Complete your import

Import & Export settings panel with options to import or export clients and corresponding buttons.

Screenshot of an “Import Clients” dialog with required fields for first and last name, optional client details, and a drag-and-drop file upload area for CSV or Excel files.

Note: Your import file must include First Name and Last Name columns.

Import Clients modal on the Configure step, showing column mapping between the uploaded file and client fields such as first name, middle name, last name, and date of birth.

Import Clients dialog in the Validation step displaying confirmation that the file is ready to import, a preview of client data, and an option to complete the import.


Mapping Fields

Make sure your file’s column headers match the fields shown in the import window.

For example, Notehouse accepts Date of Birth as a field. If your file uses DOB instead, the field may not import correctly or may be skipped.

Review the detected columns, select the appropriate Notehouse field for each one, and skip anything you don’t want to import. Take a moment to confirm everything lines up correctly before continuing.

You do not need to fill out every optional field. First Name and Last Name are required, but other fields can be left blank if they do not apply. See the example template below.

Screenshot of a Google Sheets spreadsheet with columns labeled First Name, Middle Name, Last Name, and Date of birth, showing a sample entry for Jane Alexandra Smith.

Reviewing and Confirming

Before the import runs, you’ll see a preview showing how your data will be added. Review a sample of records and check for any warnings or errors. When everything looks good, click Import to proceed.

Once the import is complete, you’ll see a confirmation message with the number of clients imported. Your new clients will appear in your clients list.

Troubleshooting Imports

If data is missing, double-check your column mappings and confirm the information exists in the source file. Extra commas or inconsistent formatting can also cause issues.

Notehouse doesn’t automatically detect duplicates, so it’s best to review and clean your file before importing.

If you run into format errors, make sure the file is a valid CSV, remove any extra header rows, and watch out for special characters that may not translate cleanly.

For questions, contact us at support@getnotehouse.com.

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