This is separate to the “manual CSV upload” import method (where the CSV must already match the expected headers).
Where to find it
Go to Settings → Import and look for Mapped Import (Guided).
Before you start
Your file must be a CSV. It can be exported from another system, as long as it contains the key details needed to create clients.
Mapped importing is designed to help you handle common problems like:
Different column names (for example “DOB” instead of “date_of_birth”)
Mixed formats (for example dates like 01/02/2025 instead of 2025-02-01)
Missing values that need to be filled in before import
Duplicate rows that should be merged or removed
Step 1: Upload your CSV
In the Mapped Import card, click to upload (or drag and drop) your CSV. Once it’s uploaded, Imploy will read the headers and try to suggest mappings automatically.
If your CSV can’t be read, you’ll see an error. The most common cause is a non-CSV file or a CSV with unusual formatting/encoding.
Step 2: Map your columns (Step 1: Map)
This step is where you match your CSV columns to Imploy fields.
Imploy will stop you from continuing until all required fields are handled. Required fields include:
First Name
Last Name
Date of Birth
Gender
Address
Language
Business ID
Client Type
For each required field, you can choose one of:
Map it to a CSV column (best option when your file already contains the data)
Fix in step 2 (use this when the data exists but needs to be entered/cleaned row by row)
Auto apply (use this when the same value should be applied to every row, like Language or Client Type)
Mapped import also supports optional fields (like NDIS number, status, reference number, primary contact details, and more). You can map these if your CSV contains them, or leave them unmapped.
Once you change mappings, the preview rows are rebuilt from the source CSV. This is normal as mapping changes refresh the data.
Step 3: Review and fix data (Step 2: Edit)
After mapping, you’ll move into the editor. This is where you correct anything that would block the import.
The editor is built for bulk clean-up:
You can show only invalid rows to focus on what needs fixing.
You’ll see clear validation messages (for example invalid dates, missing required values, or invalid options like an unknown gender).
Some fields use set options (like Gender, Status, Client Type). If a value isn’t recognised, it will be flagged so you can correct it.
There are also quick ways to speed up editing:
Apply to all rows (useful for fields like Language, Client Type, or Business ID when they’re the same for every client)
Add row if you need to include a client that isn’t in your CSV
Remove row if a row shouldn’t be imported
Reset edits if you want to revert back to the mapped source values
Duplicate checks (important)
Before importing, Imploy checks for likely duplicates in your CSV, including:
The same NDIS number appearing more than once
The same name + address appearing more than once
If duplicates are detected, you’ll be prompted to review them. You can:
Merge rows (combine two rows into one client record)
Dismiss a duplicate warning if you’re sure they’re different people
Remove the extra row(s) if needed
Importing
You can import once:
All required fields are mapped (or marked to be fixed in step 2)
There are no validation errors
Duplicates have been reviewed (or you’ve chosen to proceed)
When the import completes, you’ll see a confirmation message and the mapped import workspace will reset ready for the next file.
Tips for best results
If you want the fastest import:
Use “Auto apply” for values that are the same for everyone (like Language, Client Type, or Business ID).
Fix dates into YYYY-MM-DD format (or use DD/MM/YYYY—Imploy will accept both).
If you’re importing NDIS clients, include the NDIS number where possible to reduce duplicates.