The Import appointments feature in Bookly allows you to import staff members, services, customers, appointments, and payments from a CSV file into the system. Follow these steps carefully to ensure a smooth and successful import process.
When you navigate to Diagnostics > Import appointments, you’ll see a set of guidelines explaining the import process. Please review these guidelines carefully before proceeding.
What the Import Does
- Creates new staff members, services, customers, appointments, and payments based on the data in your CSV file.
- Links services to staff members and customers to their appointments.
- Calculates service duration using the appointment's start and end times if duration data is missing.
- Reuses existing records (staff, services, customers) to prevent duplication.
- Does not send notifications, but reminder emails and SMS messages will still be triggered as usual.
Important Notes
- Imported appointments will not sync with external calendars.
- It is highly recommended to back up your database before importing, as changes cannot be easily undone.
- If importing a large CSV file, check your server's upload limits. You may need to split large files into smaller parts to avoid errors.
Step 1: Select a CSV File
Once you’re ready to proceed, upload your CSV file:
1. Click the Choose file button in the Diagnostics > Import appointments section.
2. Select the CSV file you wish to import. Ensure the file is correctly formatted, with columns corresponding to the properties you want to import.
Step 2: Map CSV Fields to Bookly Fields
After uploading your file, you’ll need to match the columns in your CSV file to the appropriate fields in Bookly. Fields marked with an asterisk (*) are required.
Key Fields for Mapping:
1. Start Date: Select the column containing the appointment’s start date.
2. End Date / Duration: Select the column containing either the end date or the duration of the appointment.
If your file contains an end date, simply select the corresponding column.
If your file contains a duration, set the value in minutes.
Examples:
"2d" (two days) → 2880 minutes
"1h" (one hour) → 60 minutes
"1h 25m" (one hour and 25 minutes) → 85 minutes
3. Staff Name: Select the column containing staff members' names.
4. Service Name: Select the column containing service names.
5. Price: Select the column containing appointment prices. Ensure all values are numeric:
"100" (for $100)
If the field is empty (if you see an 'Empty value' record), you must manually set a price for those appointments.
6. Customer Details: Map the customer’s name, email, and phone number to their respective columns.
7. Status: Select the column defining the appointment status. Ensure the statuses in your file match those in Bookly.
If your CSV file does not include statuses, you can set a default status (e.g., Approved, Pending).
Step 3: Complete the Import and Review Results
Once all fields are mapped, click the Import button to start the process. After completion, you’ll see a summary of the import results, including the number of records successfully imported:
- Staff members imported
- Services imported
- Appointments imported
- Customers imported
If you encounter any issues, click the Back button, review the imported data, and make any necessary adjustments.
Rolling Back the Import
If you need to undo the changes made during the import:
- Bookly will detect a previously imported file (if applicable) and display the following message:
"You have a previously imported file detected. If you encountered any issues during the import, you can roll back the import of this file."
- Click the Rollback button to undo the import.
This action will delete all previously created records (appointments, staff members, services, customers), allowing you to restart the import process.