Let’s get your existing client records into Pixie.

Your clients records will help you create helpful, personalised experiences for your clients. So how can you get all those existing records into Pixie?

We’re going to do this using Pixie’s data import feature, and here’s how it works:

  • Step 1, start by organising your records in an Excel spreadsheet that will be saved as a CSV file.
  • Step 2, use Pixie import feature to get your client records into Pixie.
  • Step 3, start using this information to personalise and automate your practice management.

Once your records are imported, you’ll be able to automatically track emails, tasks and files related to those client records.

Step 1: Organising records using a spreadsheet

Before importing your client records, you’ll need to organise them using an Excel spreadsheet.

In Pixie, clients can have any number of contacts. And for example, even for a self-assessment individual client, the contact may be their spouse.

When preparing your import files, you will need to have one file for client records and a separate file for the contacts. Throughout this guide we’ll focus on importing client records, but it’s the same for contacts.

To make sure this process is smooth, you’ll have a pre-import checklist with the following items:

  • Prepare your client import file
  • Prepare your contact import file
  • Ensure properties match and are properly formatted

Let’s walk through each step of the pre-import checklist and get your records ready for import.

Preparing your client import files

Each property must have its own unique column in the import file.

To set this up, you must include a header row in your file and match each column header to an existing client property in Pixie.

Client records are deduplicated based on their name, so make sure the record has a column called “Client name”. When you import a client that is already in the database, the client record will be updated with any new values in your file.

To set up the remaining columns you’ll review the client custom properties in your Pixie settings and add each custom property to your spreadsheet by copying its name.

Inversely if you have columns in your spreadsheet that aren’t yet custom properties, you can create them now. Simply copy the name of the column in the spreadsheet and add it to the list.

The custom properties must exist in Pixie before you’re able to import them.

Preparing your contact import file

The process is similar to preparing the client import file.

Each column must have its own unique column in the import file. Now is the time to add any remaining columns for the contact custom properties, or add custom properties for the columns you already have in your files.

Contact records are associated with client records based on the value of the “Client name” column. Every record must have a “Client name”.

Note: contacts are deduplicated based on their email address. If a contact with the same email address already exists for the client, the contact properties will be updated.

Ensuring properties match and are properly formatted

The third and final step of our check-list is to ensure all data is properly formatted.

  • Check your import files to ensure the “Client name” column exists and has a value.
  • Check that no email addresses in client or contact records match the email address of a team member
  • Ensure that no values in your spreadsheet have multiple lines
  • When importing client records, ensure the Client Type column matches the values in the Client Types in your Pixie settings
  • And lastly, ensure the date format is always year-month-day, with 4 digits for year, 2 for month and 2 for day.

👍 This is good:

🛑This is not good:

Having reviewed the file, all that’s left to do is exporting it to CSV. Here’s how to do this in Excel:

  • Switch to the “Clients” tab if you’re using our example file.
  • Click on the File menu, and then select “Save as”
  • In the file format option, select “CSV UTF-8”
  • Click Save
  • In the warning that comes up, click “OK”
  • And you will now have a CSV file with the clients.

Repeat these steps for the contacts, and all that’s left is importing your data in Pixie.

Step 2: Importing records into Pixie

To import your data into Pixie, go to Clients, click the “More options” button in the list and click the option “Import data from a CSV file”.

On the popup that comes up, click on “Import Clients”.

Select the CSV file you have just generated. Carefully review the matching of CSV columns to Pixie properties.

When you are ready click “Review” for a final check of your data.

Repeat these steps to import the contacts of the clients you just added.

How to resolve import errors?

Import errors can happen for any number of reasons. Some errors are caught before the import actually happens. In this case, you can resolve the errors right on the import screen.

Other errors will be reported only after the import is attempted. In this case, you will need to edit the CSV file and correct the errors reported.

How to view imported data?

Now that you have imported all your existing client records, you can access each record by clicking on “Clients”, and then clicking on any of the records displayed.

This will give you access to all the data you have just imported.

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