Submit an Appointment Upload Request

Preparing Your Excel File for Appointments

Click the arrow to learn about preparing your Appointment upload file

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:

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:

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.

For 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.

🧠 Finding the Staff Member ID

[Locate the Staff Member in your account, then hover over the link to view the ID]

🧠 Finding the Appointment Status ID

[Locate the Appointment Status in your account, then hover over the link to view the ID]

Step 4: Convert 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) and 1 PM would be 780 (13 X 60 minutes).

To convert existing start and end times:

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

Step 5: Saving Your File

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

Preparing Your Excel File for Customers

Click the arrow to learn about preparing your Customer upload file

There are three steps to preparing your Customer data for upload.

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:

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 97-2003 Worksheet (.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).

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.

⛔️ 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.

Price: $150.00 with unlimited changes

Requirements

Click the arrow to view requirements for Custom Account Fields

When requesting a custom account field, please specify:

💡 Processing Time: 1 hour

💡 Consent form not required for custom account field requests

Price: $300/hour (2-hour minimum)

Processing Time: Depends on the scope of data required. Standard exports typically take 2-6 hours. Processing time may increase based on the number of years of appointment data being exported.

Requirements

Click the arrow to view requirements for Data Export requests

When submitting a Data Export request, please provide: