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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 this week

Hello, Pros!

The Client Import feature lets you import as many clients as you want with just a few clicks.

Important Note: Your clients will not receive an invitation automatically. You need to provide them with the email address and temporary password used in the CSV upload.

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

Last Updated: July 17, 2024. If you find any errors, please let us know.

Note: You can create a CSV file using software like Microsoft Excel, Google Sheets, or Mac Numbers. We'll use Mac Numbers in this example.


Preparing the Spreadsheet

Getting the Template


Creating Your CSV File for Inviting Clients

The CSV column structure is crucial for a successful import. If it's not structured correctly, the upload will fail.

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

Column A - email_address

  • Use lowercase email addresses.

  • Enter the client's email address from row 2 downward.

Column B - initial_password

  • Enter a temporary password from row 2 downward.

  • Passwords must be at least 8 characters long and include uppercase, lowercase letters, numerals, and symbols.

Column C & D - first_name and last_name

  • Enter the client's first and last name from row 2 downward.

Column E - birthdate

  • Enter the client's birth date from row 2 downward in the format YYYYMMDD (e.g., 19811120 for November 20, 1981).

Column F - gender

  • Enter the client's gender as male or female from row 2 downward.

Remove any extra cells to avoid upload issues. Your spreadsheet should look like the example below.


Column G and onward are optional

Additional available fields include:

  • tag:

    • For each tag you would like to upload add a new tag field.

    • Note that the tag must be added to the system before it can be used in an upload.

  • external_id:

    • An external id can be any value you use to externally identify your clients.

  • attributes:NameOfTheAttribute:

    • For each attribute you would like to upload, add a new attribute field.

    • An example of an acceptable attribute header and value:

      • attribute:Program Start Date

      • 20241707

Save your file and export it to CSV.


Uploading Your CSV File to Heads Up

  1. From the Pro Account side of the app, click "Manage Users" in the left menu.

  2. Click the ellipses next to the "Add Clients" button and select "Import Client CSV."

  3. Drag the file into the box or click "Browse" to find the CSV file on your computer and click "Invite."

If successful, you will see a Success! pop-up.

Refresh your browser to see the newly invited clients in the Clients table.


Need Help?

If you have questions or if things didn’t work out as planned, contact us at support@headsuphealth.com or use the blue circle with the white smiling message icon in the lower right corner of the app. We're here to help.

Thank you!

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