How do I upload appointments?

• PRICING TIER: All

• APPOINTMENT VERSION: Single & Multiple 

Administrative users can upload their appointments through the Work Requests section of Site Administration. Since each appointment is associated with a customer profile, the appointment upload must include the first and last name for each customer, as well as the details of each appointment. 

AppointmentPlus charges a $75.00 USD fee for each Excel file uploaded. The file size is limited to 2.097152MB.

1. Click the Settings tab, then select the Work Requests link
2. Select the Appointment & Customer Upload option from the drop down list
3. Click on Browse to select your Excel file
4. Enter your payment information
5. Click the Submit button

NOTE: Please follow the steps below to ensure your Excel file is formatted correctly before uploading.

Preparing your Excel file

Step 1: Start by creating a new Excel spreadsheet with a single sheet. If your spreadsheet includes multiple sheets, delete all but one sheet.

Step 2: Enter your customers data while keeping each field in its own column. For example: first name, last name, address 1, etc. Make sure each column is labeled correctly. They will need to match the “field names” or “display names” of the fields listed in the Customer Fields/Terms section of Settings.

NOTE: You can use the following fields as column headings in your spreadsheet. ONLY use the fields that apply to your upload. You DO NOT need to create a column header for each field listed below. 

First Name	Payment Method
Middle Name	CC Exp Month
Last Name	CC Exp Year
Address 1	Card Code
Address 2	Name on Card
City	Company
State	Occupation
Zip	Birth Date
Day Phone	Gender
Night Phone	Notes
Cell Phone	Heard Via
Email	Status
Login	Allow to Login
Password	Customer Type ID
Contact Okay	Assigned To
Call Okay	Account
Email Okay	Alert
Mail Okay	Referred By

Step 3: Enter the required Appointment details while keeping each field in its own column. For example: date, start time, end time, etc.

NOTE: Use the following fields as column headings in your spreadsheet. When adding the Appointment Status, Service, and Staff Member for each appointment, include the ID number for each option. DO NOT include the name of the Status, Service, or Staff Member.

Date (MM/DD/YY)
Start Time
End Time
Appointment Status
Service
Staff Member
Cost (Optional)

NOTE: Although you do not need to use all the customer fields listed above, the First Name and Last Name fields are required when uploading appointments. 

Step 4: Convert your Start and End time to Minutes

Add the Start time and End time of each appointment to your spreadsheet using minutes. The start and end times can be calculated based on the number of minutes from midnight. For Example: 1 AM would be 60 (1 X 60 minutes = 60 minutes), 1 PM would be 780 (13 X 60 minutes).

To convert existing start and end times:

Start by adding a new column next to your existing Start time column.

Next, format the cells of both start time columns by right clicking on the column header, then selecting the “Format Cells” option.

Set the “Start time” column format to: Custom h:mm.

Set the “Start (Minutes)” column to:  "Number" with 0 decimal places.

With the first cell of your “Start (Minutes)” column selected, enter the formula: =(Cell)*1440

Drag down on the arrow below the newly converted cell to apply the formula to the remaining cells.

NOTE: Delete the original "Start time" column in your spreadsheet, then repeat step 4 with the “End Time” column prior to uploading. 

Step 5: Save your file using the Microsoft Excel 97-2003 Worksheet (.xls) format.

 

Important Notes

• The file size is limited to 2.097152MB for each upload. Please separate data into multiple files and submit each file as its own upload request if your original file is larger than 2.097152MB.
• Files must be saved using the Microsoft Excel 97-2003 Worksheet (.xls) format.
• Appointment Start Times must be in minutes
• Data for each Customer should be in the same row. Do not use separate rows for the same customer.
• Plain text format is required to upload customer data fields correctly. Remove all formatting in the file such as formulas, merged cells, and images.
• By default, the uploads will not duplicate customer names based on the first and last name. If you have many customer records and possibly have customers with the same first and last names, please indicate in your work request that you wish to have duplicate customer records uploaded.
• The Staff Member, Service, and appointments Status must be added to your spreadsheet using their unique ID numbers for each item. (Not the Display Name)