Importing patients from a spreadsheet

If you are moving from another system, you can import your patient list yourself.

Step 1: upload your export

Export your patients from your old system as a spreadsheet (XLSX) or CSV, then go to Patients and choose Import (clinic owners only). Upload the file with Upload and continue. Exports from ANS, Aesthetidocs and most other systems are supported, up to 5,000 patient rows per import. Split larger lists into separate files and keep each file below 15MB.

Step 2: match your columns

The import reads your column headers and matches them to AesthetiClinic fields automatically: names, phone, email, date of birth, address, gender, how they heard about you, registered date and marketing consent. Check the matches, adjust any it missed, and watch the live Preview table, which shows your first rows under your chosen mapping. It shows source text, so it does not show every date or consent conversion. Map First name, or use Full name (single column); anything you leave as (not imported) is simply skipped.

Dates are read in UK order, so 25/03/1980 imports correctly.

Under Email checks, press Check email addresses in the selected column. Fix or blank flagged addresses in your source file and upload it again. These checks report problems; they do not stop those rows importing.

Step 3: choose how to handle duplicates

• Skip rows matching an existing patient (the default): matched by email, or by name and date of birth, including duplicates within the file.
• Import everything: adds every row, even possible duplicates.

Step 4: import

Click Import (the button also shows the row count) and you get a results summary: how many were imported, how many duplicates were skipped, how many invalid rows were skipped and the total rows in the file. You can then view your patients or import another file.

If a workbook is refused

Some workbooks are refused because they cannot be safely opened. Export a plain CSV from your spreadsheet and use that instead. Keep the same columns and review the import preview before committing it.