For clinic owners
How to import med spa client data into new software
Almost every migration timeline is set by one thing: how cleanly your current vendor lets you export. Establish that before anything else.
Short answer
Export your client list from the current system, clean it in a spreadsheet, and import it as CSV. Confirm the export format before committing to a switch date, standardise names, phone numbers and dates, remove duplicates, carry marketing-consent flags across accurately, import into the new system, then verify counts and spot-check records before you go live.
1. Confirm what you can export
Ask your current provider, in writing, which of the following they export and in what format: clients, contact details, appointment history, treatment notes, documents, photographs and any prepaid or gift balances.
Note any fees or notice periods. This answer determines your realistic switch date more than anything on the new vendor's side.
2. Clean the file before importing
Standardise date formats, split or combine name fields to match the target columns, normalise phone numbers to a single format, and fix obviously broken email addresses.
Deduplicate carefully — the same person often exists two or three times with different spellings or phone numbers.
3. Carry consent and marketing flags accurately
Marketing-consent status must be imported as it stands. Do not default everyone to opted in because the column was missing from the export.
If the flag was not exported, treat the status as unknown and re-collect it rather than assuming.
4. Import, then verify
Import a small sample first, check how the fields landed, then run the full file. In Med Spa Management, client records and contact details import from CSV.
After the full import, compare record counts against the source and spot-check twenty files across the alphabet before your team relies on it.
Checklist to take with you
- Export format and any fees confirmed in writing
- Dates, names and phone numbers standardised
- Duplicates merged before import
- Marketing-consent status preserved, not assumed
- Sample import checked before the full run
- Record counts reconciled and files spot-checked
Common questions
- What client data should we import first?
- Names, contact details and marketing-consent status. That is enough for the front desk to operate from day one; deeper history can follow as clients return.
- Can treatment history be imported?
- It depends entirely on what your previous system exports. Many clinics attach exported history as documents on the client file rather than re-entering it as structured records.
- How do we avoid duplicate client records?
- Deduplicate in the spreadsheet before importing, matching on phone number and email as well as name, since name-only matching misses most duplicates.
Run this on one record
Rebooking intervals, reminders, waitlists, memberships, follow-up sequences and lapse queues all run off the client record in Med Spa Management.
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