📝 Overview
Headquarter Administrators can request from the following six main services: uploading appointment and customer data, deleting customer databases, creating custom account fields, exporting data, and requesting professional services. Each section includes detailed step-by-step instructions, pricing information, file format requirements, and important notes about the process.
⛔️ Please note: Pricing and completion deadlines may vary depending on the request. To submit a request for any of the Work Requests below, please contact our Support team and ask to speak with an agent who can get the process started.
🗓️ Upload Appointments
Administrative users can upload Appointments via Work Requests. Since each Appointment is associated with a Customer profile, the Appointment upload must include the first and last name of each Customer, as well as the details of each Appointment.
Click here to learn more about Uploading Appointments
Click here to learn more about Uploading Appointments
Preparing Your Excel File for Appointments
There are five steps to preparing your Appointment data for upload. Please read through all steps and contact our Support team if you have any questions.
Step 1: Create Your File
Start by creating a new Excel spreadsheet with a single sheet. If your spreadsheet includes multiple sheets, delete all but one sheet.
Step 2: Customer Details
Enter your Customer 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.
You can use any of the following fields as column headings in your spreadsheet. ONLY use the fields that apply to your upload. DO NOT create a column header for each field listed below:
First Name
Middle Name
Last Name
Company
Occupation
Email
Address 1
Address 2
City
State
Zip
Gender
Birth Date
Day Phone
Night Phone
Cell Phone
Notes
Heard Via (use ID of appropriate Lead ID as set up in your DaySmart account)
Status (use ID of the appropriate Customer Status as set up in your DaySmart account)
Allow to Login (enter yes or no only)
Login
Password
Customer Type ID (use ID of appropriate Customer Type as set up in your DaySmart account)
Contact Okay (enter yes or no only)
Call Okay (enter yes or no only)
Email Okay (enter yes or no only)
Mail Okay (enter yes or no only)
Account
Alert
Assigned To (use Staff Member's ID)
Referred By
Payment Method
Step 3: Appointment Details
Enter the required Appointment details while keeping each field in its own column. For example, you may want to include the date, start time, end time, Staff Member, or other information about the Appointment. 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.
Use any of the following fields as column headings in your spreadsheet:
Start Time
End Time
Appointment Status (use ID of the status as configured in your DaySmart Appointments account)
Service (use ID of the Service in your DaySmart Appointments account)
Staff Member (use ID of Staff Member in your DaySmart Appointments account)
Cost (optional)
As noted with each of the Customer or Appointment fields, if you are including the Payment Method, Heard Via, Appointment Status, Customer Type ID, Assigned To, or other fields with data from the DaySmart Appointments system in your upload, you will need to use the ID number to indicate what option to save in the Customer's profile.
🧠 Example: if you are using the Assigned To field to assign a Customer to a specific Staff Member, you will need to insert the Staff Member's DaySmart ID in that cell on your spreadsheet. ID numbers for any of these items may be found by locating the resource and hovering over the link.
Step 5: Saving Your File
Save your file using the Microsoft Excel (.xls) format.
👥 Upload Customers
Administrative users can upload entire Customer list(s) to the account via Work Requests.
Click here to learn more about Uploading Customers
Click here to learn more about Uploading Customers
Step 1: Create Your File
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 Customer Data
Enter your Customer 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 of the fields listed in the Customer Fields/Terms section of Settings.
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
Middle Name
Last Name
Company
Occupation
Email
Address 1
Address 2
City
State
Zip
Gender
Birth Date
Day Phone
Night Phone
Cell Phone
Notes
Heard Via
Payment Method
Login
Card Code
Status
Allow to Login
Password
Name on Card
Customer Type ID
Contact Okay
Assigned To
Call Okay
Account
Email Okay
Alert
Mail Okay
Referred By
If including the Payment Method, Heard Via, Status, Customer Type ID, or Assigned To fields in your upload, you will need to include the ID number of an existing data element or profile from your account. For example, if using the Assigned To field to assign a Customer to a specific Staff Member, the ID number of the Staff Member must be included in that Customer's row. ID numbers for each of your Staff Members can be found within the Staff Members section of your account. The ID numbers of the other items can be found in the different sections of the Lists tab.
Step 3: Save Your File
Save your file using the Microsoft Excel (.xls) format.
Duplicate Records
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.
ID Requirements
The Staff Member, Service, and Appointment Statuses must be added to your spreadsheet using their unique ID numbers for each item (not the Display Name).
🗑️ Delete Customer Database
Administrative users can delete individual customer records via Work Requests. If you need to delete all the customer records in your account, please follow the steps below. The fee is charged within 24 hours of receiving the request. It may take up to 3 business days to complete your request.
Click here to learn more about Deleting Customer Database
Click here to learn more about Deleting Customer Database
Complete Consent Form
Fill out the consent form including the signature of the main billing contact listed in your DaySmart Appointments account. We cannot delete customer records without the approval of your main billing contact. If you need to delete the customer records found in more than one account location, please include the account number for each location.
⛔️ Please Note: We cannot restore the customer records after they are removed from your account. If you need to access the records in the future for any reason, please run a Customer Report to export the records before sending your deletion request.
⭐ Custom Account Fields
Administrative users can request custom account fields to be added to Customer or Appointment records. Custom fields allow you to capture additional information specific to your business needs.
Click here to learn more about Custom Account Fields
Click here to learn more about Custom Account Fields
Requirements
When requesting a custom account field, please specify:
Name of the field
Type of field (drop-down menu, free text field, or free text box)
Whether the field should be at the Customer or Appointment level
If creating a drop-down field, provide all items that should be listed in the menu
📊 Data Export
Administrative users can request a data export to extract customer and/or appointment data from your account. This is useful for reporting, analysis, or data migration purposes.
Click here to learn more about Data Export
Click here to learn more about Data Export
Requirements
When submitting a Data Export request, please provide:
List of criteria for the export (for example: all customers and appointments, appointments from a specific year to present, etc.)
Commitment to pay the quoted price once scope is confirmed
💼 Professional Services
Administrative users can submit requests for professional services not covered by the standard work request options above. Professional services are customized based on the scope of your request.
Price: Pricing determined based on scope of request
Processing Time: Timeline determined based on scope of request
Documentation: Signed Statement of Work required
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
What Excel file format should I use?
Click the arrow to see the answer
Click the arrow to see the answer
Files must be saved using the Microsoft Excel Worksheet (.xls) format.
Do I need to include all available fields in my spreadsheet?
Click the arrow to see the answer
Click the arrow to see the answer
No. ONLY use the fields that apply to your upload. You do not need to create a column header for each available field.
What should I do if my upload includes ID-based fields like Staff Member or Status?
Click the arrow to see the answer
Click the arrow to see the answer
If you are including fields with data from the DaySmart Appointments system such as Payment Method, Heard Via, Appointment Status, Customer Type ID, Assigned To, or Service, you will need to use the ID number to indicate what option to save in the Customer's profile. ID numbers can be found by locating the resource and hovering over the link.
Can I restore customer records after deletion?
Click the arrow to see the answer
Click the arrow to see the answer
No. Customer records cannot be restored after they are removed from your account. If you need to access the records in the future for any reason, please run a Customer Report to export the records before sending your deletion request.