📝 Overview
These instructions will show you how to properly format data and database tables from another program, such as another database program or Microsoft Excel, to be imported into your Cloud software.
💡Pro tip:
You can also email your data file to [email protected] along with your name, business name, business phone number, the software name, and details on what data you want imported. If we can locate your DaySmart cloud account, we’ll send your file to our data team for import. This process typically takes 1–3 business days once the file is received.
🛠️ Before You Import
These instructions explain the requirements for preparing import files in DaySmart. They outline the minimum fields needed to create records and the supported file formats (.txt or .csv) for successful importing.
✅ Required Fields
Click the arrow to learn more about required fields
Click the arrow to learn more about required fields
At minimum, each of the following fields from the list below must be present for a new record to be created successfully in a table:
ID (e.g. ClientID, EmployeeID)
FirstName
LastName
Name for Suppliers
📁 File Format
Click the arrow to learn more about file formats
Click the arrow to learn more about file formats
Your file must be tab-delimited text (.txt) or CSV (.csv). If you are working in Excel or a database, save/export as Text (tab delimited) or CSV. Name your files by the data type (e.g. “Clients.txt”, “Services.csv”) for clarity.
📂 Importing Your Files
These instructions explain how to import your data files into DaySmart. They cover accessing the import tool, selecting data types, handling duplicates, uploading files, mapping fields, and completing the import process.
⚠️ Please Note:
These steps are not available by default. To enable the ability to import your data, please contact our support team at [email protected].
Click the arrow to learn how to import your files
Click the arrow to learn how to import your files
Log in to your account.
Go to More then click Settings.
On the left sidebar select Support then click Import My Data.
Select the badge icon for the data type you want to import.
Choose how to handle duplicate entries.
Click Select File to Import.
Map the columns from your file to the matching DaySmart fields.
Click Continue Importing.
Repeat steps 3–8 for each data type you want to import.
🛠️ Formatting Tables
These instructions provide data formatting tables for imports. They outline the required columns, descriptions, data types, and examples for different record types including Clients, Client Notes, Services, Products, and Employees. This ensures imported data matches DaySmart’s database structure for successful migration.
👥 Clients
Click the arrow to view the table format for clients
Click the arrow to view the table format for clients
Column in Database | Description | Type | Example |
Address | Address | Text | 123 Anystreet |
Address2 | Second line of address | Text | Apt. 201 |
CellPhone | Cell phone number | Text | (555) 555-1212 |
City | City | Text | Anytown |
Class | Class or category. Short phrase describing the type of service the client frequents | Text | Tan |
ClientHistory | Notes or other history | Text | Use color formula #123. Let set extra 5 min. |
ClientID | ID number for the client | Number | 1000 |
Comment | General client comment | Text | Has two children |
DateCreated | Date client's record was created | Text | 2/24/1997 |
DOB | Date of birth | Date | 2/1/1975 |
DoNotSendMarketingEmail | Client's preference for e-mail marketing | Text (TRUE for yes, FALSE for no) | False |
E-mail address | Text | ||
FirstEmployeeID | ID of the first employee to provide service to the client | Number | 100 |
FirstEmployeeName | Name of the first employee to provide service to the client | Text | Bill Rogers |
FirstName | First Name | Text | Mary |
FirstVisit | Date of first visit | Date | 3/4/1997 |
HomePhone | Home phone number | Text | (555) 555-1212 |
Inactive | Is the client inactive? | Text (TRUE for yes, FALSE for no) | False |
LastName | Last Name | Text | Smith |
LastEmployeeID | ID of the last employee to provide service to the client | Number | 101 |
LastEmployeeName | Name of the last employee to provide service to the client | Text | Jenny Johnson |
LastVisit | Date of last visit | Date | 10/5/2011 |
Occupation | Client's occupation | Text | Teacher |
Referral | Client's referral type | Text | Newspaper |
SendAppointmentNotificationEmail | Does client want e-mail reminders? | Text (TRUE for yes, FALSE for no) | TRUE |
SendAppointmentNotificationSMS | Does client want text reminders? | Text (TRUE for yes, FALSE for no) | TRUE |
State | State | Text | California |
TotalSpent | Total amount spent by client | Number | 475.50 |
TotalVisits | Total number of visits | Number | 17 |
WorkPhone | Work phone number | Text | (555) 555-1212 |
Zip | Zip or postal code | Text | 12345-6789 |
📒 Client Notes
Click the arrow to view the table format for client notes
Click the arrow to view the table format for client notes
Column in Database | Description | Type | Example |
Category | Category | Text | Formula History |
ClientID | Client's ID number | Text | 3261 |
DateCreated | Date note was created | Text | 3/4/1997 |
FirstName | Client's first name | Text | Jim |
LastName | Client's last name | Text | Brancheau |
Note | Text body of note | Text | Use Lilac Shampoo. Color #637. |
📋 Services
Click the arrow to view the table format for client notes
Click the arrow to view the table format for client notes
Column in Database | Description | Type | Example |
Category | Category | Text | Hair Styling |
Dur | Service duration (length of time in minutes) | Number | 45 |
DurProcess | Process duration (length of time in minutes) | Number | 30 |
DurFinish | Finish duration (length of time in minutes) | Number | 15 |
Favorite | Indicates if item should appear in Favorites List | Text (TRUE or FALSE) | TRUE |
ID | ID | Text | Color |
Inactive | Is the service inactive? | Text (TRUE or FALSE) | FALSE |
Name | Description | Text | Color Service |
Price | Price | Number | 45 |
RequiresProcess | Does the service require processing time? | Text (TRUE or FALSE) | TRUE |
Tax1 | Indicates if tax1 should be applied to service sales | Text (TRUE or FALSE) | FALSE |
Tax2 | Indicates if tax2 should be applied to service sales | Text (TRUE or FALSE) | FALSE |
📦 Products
Click the arrow to view the table format for client notes
Click the arrow to view the table format for client notes
Column in Database | Description | Type | Example |
Backbar | Backbar items are used in-house to support services. | Text (TRUE or FALSE) | TRUE |
Category | Category | Text | Shampoo |
Favorite | Indicates if item should appear in Favorites List | Text (TRUE or FALSE) | TRUE |
ID | Product ID or SKU number. The ID must be unique | Text | Sham100 |
Inactive | Is the product inactive? | Text (TRUE or FALSE) | FALSE |
Make | Make, usually the item's brand name | Text | Great's Shampoo |
Name | Description or name of product | Text | Lilac Shampoo |
Retail | Retail Price | Number | 8.99 |
Size | Size | Text | 12 oz |
StockCount | Current stock quantity | Number | 4 |
Supplier | Supplier of the product | Text | My Supplier |
Tax1 | Indicates if tax1 should be applied to product sales | Text (TRUE or FALSE) | TRUE |
Tax2 | Indicates if tax2 should be applied to product sales | Text (TRUE or FALSE) | FALSE |
Wholesale | Wholesale Price | Number | 4.50 |
👩💼 Employees
Click the arrow to view the table format for client notes
Click the arrow to view the table format for client notes
Column in Database | Description | Type | Example |
ABName | Name shown on Appointment Book | Text | Rita |
Active | Is the employee actively employed? | Text (TRUE or FALSE) | TRUE |
Address | Address | Text | 100 Park St |
Address2 | Second line of address | Text | Apt. 100 |
Category | Employee category | Text | Hair Stylist |
CellPhone | Cell phone number | Text | (555) 555-1212 |
City | City | Text | Middleville |
DOB | Date of birth | Date | 5/10/1975 |
DOH | Date of hire | Date | 2/7/2002 |
E-mail address | Text | ||
EmployeeID | ID Number | Number | 1000 |
FirstName | First Name | Text | Rita |
HomePhone | Home phone number | Text | (555) 555-1212 |
Independent | Is the employee an independent contractor? | Text (TRUE or FALSE) | FALSE |
LastName | Last Name | Text | Doe |
Phone | Phone Number | Text | (555) 555-1212 |
SendAppointmentNotificationEmail | Send e-mail apt. notifications? | Text (TRUE or FALSE) | TRUE |
SendAppointmentNotificationSMS | Send SMS apt. notifications? | Text (TRUE or FALSE) | TRUE |
State | State | Text | FL |
XAuthKey | XWeb authorization key | Text | 912wefw96w51edf3145fwf8 |
XTerminalID | XWeb terminal ID number | Text | 89161891 |
XWebID | XWeb ID number | Text | 496065191991695 |
ZIP | ZIP or postal code | Number | 44444 |
❓ FAQ's
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What if my file has extra columns?
Click the arrow to view the answer
Click the arrow to view the answer
That’s okay, you don’t need to import every column! You only need the required fields. Extra columns can be left unmapped or skipped during import.
What if a record already exists?
Click the arrow to view the answer
Click the arrow to view the answer
Choose a duplicate handling option (e.g. ignore or overwrite). This prevents conflicts during import.
Why did some records fail?
Click the arrow to view the answer
Click the arrow to view the answer
Failed entries often result from missing required fields, invalid formatting (e.g. wrong date format), or unmatched column mappings.
Can I import everything in one file?
Click the arrow to view the answer
Click the arrow to view the answer
No. Each data type (clients, employees, products, services, notes) must be imported from it's own separate file.