Home > Clients > Client How To's > Importing ClientsImporting Clients
You can easily import client records from another program into Spectra or myStratus Desktop. The
types of files the software recognizes are comma delimited text files
(.txt or .csv) and Excel® spreadsheet files (.xls). To import client records, watch the video and/or
follow the steps below.
Is one of your columns actually a checkbox in Spectra (i.e. the SMS checkbox for phone numbers)?
In the spreadsheet, make sure that you enter True to have the box checked, and False to leave the box unchecked.
You may find that you've
received a list of clients or prospects that has bad information,
duplicate entries, or mislabeled columns. It may be easier to
try to correct this in the list before you import it.
Remember, your software is a database, what you put in is what you get
From the Utilities
menu, choose Import Clients.
Import Wizard will launch.
If you will be importing from a new data source,
choose the type of file you'll be importing from the following options:
Text File (.txt, .csv)
To use an existing import template,
select Import Using Existing Client
Import Template and then select the template from the drop-down
Browse to locate the file and click Open.
Find each appropriate Spectra/myStratus field in the right
pane and drag and drop each one onto the corresponding column in the
When you're done assigning each field, click Next.
The software can check for duplicates during the client
import. Note: The criteria used to evaluate whether a record is a duplicate are determined by
the settings on the Clients page in Company (Studio) Preferences. Each
time you import clients you can choose from the following options:
Do not check for
Do not import possible
duplicates but add to a client group
Check Update Existing Records to update any clients that may already exist in your database. Choose a matching method from the drop-down list.
Keep in mind that if you choose to update existing clients with new information, there is no way to undo it! Double-check to make sure you are importing the correct information and that you have chosen the correct settings.
Assign Client Number if you're not importing a pre-assigned
client number for each client.
Imported Clients to Group if you want these clients to be placed
in a new or existing client group. Because this option is strongly
recommended, you'll see this choice already selected, along with a
suggested group name, such as "Client Import dd/mm/yy."
Organization to Imported Clients and select the organization
(such as the high school) and enter the Grad
Year. Use this option
if all the clients are from the same high school.
Lead Source to Imported Clients if all the clients have the
same lead source.
Client Status to Imported Clients and set the Status
Due Date if you want all these clients to be at a particular
A FLASH FOR YOU!
We recommend placing your new clients in a new group called something
like "Import Sept 1." That way, if something goes
wrong during the import (i.e., you forgot to import a field),
you can delete the group of clients you just imported using the
a Group of Clients tool and then
re-import them. See also: Deleting a Group of Clients
A FLASH FOR YOU!
If you have
a list of clients or prospects in a text file or Excel spreadsheet
that you want to import into different groups, you can create
separate files for each group and import them separately. This
makes assigning the group, high school, or lead source much easier.