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How do I bulk import my Clients?
How do I bulk import my Clients?

In this article, we will run through a few steps to bulk import your clients to your Heads Up organization...

Brian Haltom avatar
Written by Brian Haltom
Updated over a week ago

Hello, Pros!

The Client Import feature allows you to import as many clients as you'd like in just a few button clicks.

Important Note: Your clients will not receive an invitation. You are responsible for providing your client with the email address and temporary password used in the account creation.

If at any point you have questions, please reach out to our support team by email or by using the little blue circle with the white smiling message icon in the lower right corner of the app.

This document was last updated on February 29, 2024. If you notice anything out of sorts or erroneous please let us know.

Note: A CSV file can be made using any standard Excel-style spreadsheet software. Microsoft Excel, Google Sheets, and Mac Numbers are three great options.

In this example, we'll use Mac Numbers.

Preparing the Spreadsheet

Getting the Template

Please click this link to automatically download an editable template spreadsheet.

Creating Your CSV File for Inviting Clients

The CSV column structure is the most important part of successfully importing your clients. If the file is not structured correctly, the upload will fail.

Row 1

Row 1 of the spreadsheet is only for the column headers. These headers consist of email_address (column A), initial_password (column B), first_name (column C), last_name (column D), birthdate (column E), and gender (column F).

Column A - email_address

We reserve column A row 1 for the header email_address. Column A row 2 and downward is where you will provide your client’s email address. There is no limit to how many clients you can invite at once. Add the client’s email address to column A, and the invite will be sent to that email.

Important Notes

  • Only use lowercase email addresses.

  • Your clients must use the email you used in the invite when they complete their sign-up.

In the example below, we will add a few test clients to column A:

Column B - initial_password

We reserve column B, row 1 for the header initial_password. Column B, row 2 and downward, is where you will provide your client’s temporary password. The temporary password can be any string of text.

Passwords MUST be at least 8 characters long.

Although these passwords are temporary, we still suggest using strong password security practices, such as having uppercase and lowercase letters, numerals, and symbols.

Let's add the initial_password column to our client invite spreadsheet:

Column C & D - first_name and last_name

We reserve column C and column D of row 1 for the headers first_name and last_name. Column C and column D, row 2 and downward, is where you will provide the first and last name of your client. This field can comprise any string of text.

Now let's add the next two columns to our spreadsheet:

Column E & F - birthdate and gender

We reserve column E and column F of row 1 for the headers birthdate and gender.

Column E, row 2, and downward is where you will provide the client's birth date.

Note: The birth date must be entered as YYYYMMDD.

Example: Enter November 20, 1981, as 19811120

Another example: Enter January 8, 2002, as 20020108

Column F, row 2, and downward is where you will provide the client's gender. Gender must be entered as male or female.

Now let's add columns E and F to our spreadsheet:

It’s important to note that extra cells, as seen in the spreadsheet image above, can cause an issue with the upload, so remove any cells that aren’t being used, so your spreadsheet looks like the example below:

Save your file and export it to CSV.

Uploading Your CSV File to Heads Up

From the Pro Account side of the app, click Manage Users in the left menu, click the ellipses to the left of the Add Clients button, and click Import Client CSV:

Drag the file into the box or click the Browse button, find the CSV file on your computer, and click Invite:

If everything goes as expected, you will see a 'Success!' pop-up.

Refresh your browser!

Once your browser has been refreshed, you should see your newly invited clients on the Clients table.

Need Help?

If you have questions or things didn’t work out as planned, please reach out to us at or use the little blue circle with the white smiling message icon in the lower right corner of the app, and we will be more than happy to help.

Thank you!

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