Hello, Pros!

If you have a nice list of clients to invite, doing that one by one can be a drag, so we've come up with a better way.

In this article, we're going to show you how to bulk invite clients using the CSV import tool in the top right corner of the Clients page under the Import Data drop-down.

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.

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.

The Written How-to

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 to successfully invite 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

  • For best results 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.

We suggest using good password security practices. Passwords should be at least 8 characters long, have an uppercase, a lowercase, 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. These fields are optional.

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

Note: The birthdate 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. M for Male and F for 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 Clients page click the Import Data drop-down in the top right and click Client Import:

Click Browse:

Find the CSV file on your computer and click Upload:

If everything went 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:

Important Note: Your clients will not receive any notice of this invitation.

It is your responsibility to provide your clients with a notice, their email, and the temporary password.

Need Help?

If you have questions, or things didn’t work out as planned please reach out to us at support@headsuphealth.com 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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