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Importing your data

Bring your clients and bookings over from a spreadsheet in a few guided steps, with a 24-hour undo if anything looks off.

Importing your data

Bring your client list and booking history across from your old system. ResNeo matches columns for you, checks the file, and gives you 24 hours to undo the whole thing.

Before you start

  1. Back up what you already have. Open Settings, then Reports, and use Export all appointments and Export client list. Keep both files safe.
  2. Open the importer. Click Settings, stay on the Profile tab, and scroll to the bottom. Under Data import, click Open Data Import. There is no Data Import tab, and no sidebar link.
  3. Importing is admin only.

Tip: ResNeo recognises exports from Fresha, Booksy, Vagaro, Timely, Phorest and ResDiary, and fills in the column matching for you. Export straight from your old system and drop the file in as it comes.

Two things are genuinely required:

  • A client list needs a first name and a surname. One combined full-name column is fine, ResNeo splits it.
  • A booking history needs a date and a time for each booking. A service name and a staff name make the result far more useful.

Do a small test first

Do not import three years of history on your first go.

  1. Save a copy of your spreadsheet.
  2. Delete everything except the header row and about twenty client rows.
  3. Import that copy all the way through.
  4. Open Contacts and check a few of them. Are names split correctly? Phone numbers right? Dates read as UK dates?
  5. Undo the test, fix your file, then run the full import.

How the wizard works

Six steps: Upload, Map, Review, Services & staff, Validate, Import.

The import wizard, step by step

The six wizard steps in order, with a note that the whole import can be undone for 24 hours.

IMPORT WIZARDStep 3 of 61Upload2Map3Review4Services & staff5Validate6ImportYou can leave and come back, progress is saved.Undo available for 24 hoursAfter it finishes you can undo the whole import for 24 hours.

1. Upload

Click Start new import, drop your files in, and label each one Client list, Booking history, or Staff list. Continue stays locked until every file has a label and any reshaping has finished.

2. Map columns

ResNeo matches your columns to its fields. Check them, fix any that are wrong, and use the Tell the AI about your data (optional) box plus Save & re-run AI mapping if the guesses are poor.

Map columns

Your spreadsheet column headers on the left matched to ResNeo fields on the right.

STEP 2 OF 6Map columnsWe matched your columns automatically, check the result.7 auto-matched1 needs attentionYOUR FILERESNEO FIELDDateBooking DateTimeBooking TimeClient nameGuest name (split)EmailClient EmailServiceService NameStaffStaff MemberPricePrice (£)StatusBooking StatusA combined column like 'Client name' can split into first & last.Continue

Tip: if a file is missing something it needs, ResNeo lists it under Before you can continue, this file needs:.

3. Review

Every column is marked Imported, Not imported, Custom field, or Split into fields.

4. Services & staff

Match the services and people in your file to the ones in ResNeo, or Add as new, or Skip.

5. Validate

ResNeo checks the file and asks you to settle anything ambiguous.

  1. If dates could be read two ways you will see Ambiguous dates detected. Choose DD/MM/YYYY (UK) and click Apply and re-validate.
  2. For clients who already exist, choose Update all existing clients or Skip all duplicates, or decide row by row.
  3. For rows with an unreadable email, choose Import anyway or Skip row.
  4. The import cannot start while any are unresolved.

Warning: check this before you approve. If your file has future bookings you will see Send upcoming reminders for imported bookings, and it is ticked by default. Leave it ticked and every imported appointment that has not happened yet sends your normal reminders to that client, by text if SMS is on. On a year of history that can be hundreds of messages and a large bill. Untick it unless you are certain.

Then click Review & approve, check the summary, and click Approve & start import.

6. Import

Large files run in batches. You can leave the page and come back.

The 24-hour undo

Once an import finishes, its row shows Undo available until a date and time. The clock starts when the import finishes, not when you approve.

Click Undo and confirm, and ResNeo reverses the whole session:

  • Clients it created are deleted.
  • Bookings it created are deleted.
  • Clients it updated are put back as they were, so any edits made since are lost too.
  • Services, staff and calendars the import created are deleted.

Warning: after 24 hours the undo stops working, but the Undo button stays on screen. Clicking it then says the window has expired and nothing changes. Past that point, unwanted records have to be removed by hand.

Common problems & fixes

Problem Likely cause Fix
I cannot find Data Import It is not a tab Open Settings, stay on Profile, scroll to Data import, and click Open Data Import
Continue is locked on Upload A file has no label, or is still being reshaped Label every file and wait for the notice to clear
Clients or bookings appear twice The same file was imported twice Undo the second import within 24 hours, otherwise remove duplicates by hand
An imported booking is on a day I am closed Imported bookings are not checked against your opening hours Open it from the calendar and move or cancel it
Clients got unexpected reminders Send upcoming reminders for imported bookings was left ticked Turn the affected messages off under Settings, then Communications
Dates are a month out The file was read as US dates Undo, re-import, and choose DD/MM/YYYY (UK)
Undo does nothing The 24 hours have passed Remove the records by hand

Next steps