Importing customers

Bring your customer list in from a spreadsheet, using the template, and fix any rows the import skips.

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What it is#

If your customers are already in a spreadsheet, you can bring them in all at once instead of adding them one by one. You upload a CSV file where each row is one property with its regular service and price. Rows with a problem are skipped and listed by row number. Everything else is imported.

When to use it#

Use it when you start with RotaRound and have more than a handful of customers. Add your team first, so the import can match the team member named on each row.

How to do it#

  1. Open Customers and press Import. You can also press import your customer list on the dashboard's Get started card. The page Import customers opens.
  2. Press Download template CSV. It saves a file with the column headings and three example rows.
  3. Open What each column means to read what goes in each column.
  4. Copy your customers into the template, one row per property. Delete the three example rows.
  5. Save the file as CSV, then choose it on the page. The page shows the file name and how many rows are ready.
  6. Press Import these rows.
  7. Read the result. It says how many customers and properties were created, then lists each skipped row, for example "Row 5: postcode is required".
  8. Fix the skipped rows in your spreadsheet and import only those rows again.

What your customer sees#

Nothing is sent by the import itself. Visit emails follow later only if Notify customer of visit by email is on in Settings, and only when each visit is confirmed.

What happens next#

The imported regular services are planned straight away. In automatic mode the diary places the visits. In self mode the visits show as due for you to place.

Each customer appears on the Customers page. Rows with the same name and email join into one customer with several properties. Team members see the visits on their page once they are placed.

Good to know#

  • The columns are, in order: customer_name, is_business, business_name, po_number, email, phone, customer_since, property_label, address_line1, town, postcode, access_instructions, keys_held, key_notes, service_start, service_description, billing_type, price_or_rate, hours_per_visit, payment_terms, visits_per_period, period, frequency, pinned, day, worker.
  • customer_name, address_line1, postcode and service_description are required. billing_type is fixed or hourly, and price_or_rate is in pounds.
  • Write frequency in plain words: weekly, twice a week, every 2 weeks, monthly, twice a month or 4 times a year. Every row needs one. A one-time piece of work is added as a one-off job, not imported.
  • Dates can be DD/MM/YYYY or YYYY-MM-DD. A blank customer_since or service_start means today.
  • For a preferred day and team member, set pinned to yes, day to Mon to Sun and worker to the team member's name as it is in Team.
  • Seasons are set up in the app after the import.
  • You can import at most 2,000 rows at a time.
  • The row numbers count the heading row, so your first customer is row 2.

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