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 a ready-to-go template for importing.

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 your clients list and click the import button.
  2. Select your CSV file, and the import dialog will open automatically.
  3. Please note, whatever file you import is required to have at least First Name and Last Name as columns.
  4. Select Import
  5. You can drag your file into the window on the right or click on it to upload
  6. Make sure the configured fields are correct
  7. Finish your import  

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.

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

You want to make sure that whatever file you are using has columns that match exactly to the listed fields shown in the import window.

For example, Notehouse lists one of the accepted fields as Date of Birth. However, if the import file you're using is titled DOB instead, there may be issues with importing or the field will be skipped in the import process entirely.

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.

Note: You do not have to fill out every single field; we strongly encourage filling out first and last name to make for even quicker imports. 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 complete, you’ll see a confirmation message with the number of clients imported. Your new clients will appear in your list. Spot-check your records to make sure everything looks right.

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 any questions, please reach out to support@getnotehouse.com.

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