Monograph offers an optional data import service to help bring past information from your active projects into your account. This can give you a strong head start as you begin onboarding. Before moving forward, review the details below to ensure a smooth and efficient experience.
Do I qualify for a data import?
To use the data import service, you must meet the following requirements:
Paid Monograph subscription
Grow plan membership
Annual subscription term
Active seats for all users
Customers on a Track plan or a monthly subscription are not eligible for this service.
How do I request a data import?
As a new customer, you may discuss the data import option with your sales representative. They will share the requirements, process, and associated fees.
When does the import begin and what is included in the service?
The data import begins once you provide your organized data for review. All data must be submitted within 30 days of your subscription start date to avoid delays or additional fees.
Your import progresses alongside your onboarding. Data is migrated in phases, with each phase completed before moving to the next. We begin with your Contacts (Clients and Consultants), then move to Active Projects, followed by Cumulative Hours Logged (Timesheets).
The import service includes the following:
• Active clients
• Active consultants
• Up to 100 active projects
• Cumulative hours logged by active team member, role, and project phase
What information do I need to provide?
To complete your data import, all files must be submitted in a spreadsheet format such as Google Sheets, Excel (XLSX), or CSV. You may refer to this example spreadsheet to see how your data should be organized for a seamless import. If you would like a copy to use as a template, a member of the Monograph team can provide it.
The information below outlines the required fields for each phase of the import. These fields match the same requirements used when adding contacts, building projects, or logging time directly in Monograph.
Clients Directory
Company Name: The name of your client's company or organization.
Client First Name: The first name for your client point of contact.
Client Last Name: The last name or surname for your client point of contact.
Display Name: How the Company Name will be displayed within your project's general information. This will not impact invoices issued to your client.
Email: The primary email address for your client point of contact.
Phone: The primary phone number for your client point of contact.
Consultants Directory
Company Name: The name of your consultant's company or organization.
Consultant Services: The service type, such as Civil Engineer or Surveyor - you can also assign multiple service types to the same company if needed. For example, your consultant is both a Lighting Designer and Interior Designer.
Website: The website for your consultant's company or organization.
Address: The address/location for your consultant's company or organization.
Consultant First Name: The first name for your consultant point of contact.
Consultant Last Name: The last name or surname for your consultant point of contact.
Primary Service: The consultant point of contact service type, such as Civil Engineer or Surveyor - you can also assign multiple service types to the same contact if needed. For example, your consultant is both a Lighting Designer and Interior Designer.
Email: The primary email address for your client point of contact.
Phone: The primary phone number for your client point of contact.
Active Projects
Project Name: The name of your project.
Project Number: The numeric or alphanumeric code for your project.
Phases: The phases included for each project. If your current data does not include phases, you will need to identify them before importing. Monograph requires that all projects have phases in order to be created.
Phase Start and End Dates: The start and end dates for each phase. If your current data does not include phase dates, you will need to determine them before importing. Monograph requires phase dates to create a project.
Phase Fee Type: Indicates whether the phase is Hourly or Fixed.
Phase Budget or Phase Max Cap Spend: The planned amount allocated for each phase based on expected hours worked.
Team Members (Person): The team members assigned to each phase of every project.
Roles and Rates: The role and rate assigned to each team member for each phase, including team members with multiple roles and rates within the same phase.
Client (Company Name): The client associated with each project. The client must first appear in your Monograph Client Directory.
Project Category: The category assigned to your project, such as Residential, Commercial, or Mixed Use.
Example:
Cumulative Hours Logged (Timesheets)
Cumulative refers to the total number of hours logged up to the point we begin importing your data. For the Cumulative Hours Logged, we will enter the total hours worked by each team member for each role in each phase of the project. Individual hours by day or week are not imported.
Team Status: The current status for each team member, either Active (currently employed) or Inactive (past employee).
Team Members (Person): The team members assigned to each phase for every project.
Project Name: The name of the project that the team member is assigned to.
Phases: The phases on which the team member logged their working hours. If your current data does not include phases, you will need to identify them before importing. Monograph requires project phases in order to log time.
Role Assignment: The role assigned to each team member for the hours logged toward each phase of the project, including team members who are assigned multiple roles within the same phase.
Hours: The number of hours each team member has worked on each phase for each assigned role. These hours will be combined and entered as a cumulative total for the phase.
Overhead: The hours logged toward overhead (non-billable) items such as Vacation, Sick Leave, or Holiday Leave. Only overhead hours for active team members can be imported. All current team members must be invited and active in your Monograph account before we can proceed. Overhead hours for inactive users are not included.
Example:
Hours Logged will refer to hours worked for Billable Projects, as well as hours logged for Overhead Items (non-billable) such as Vacation, Sick Time, or Holiday Leave.
Billable Project hours will be logged toward your projects, while overhead items are logged toward an Overhead Category in Monograph. Any overhead (non-billable) items will only be logged toward Overhead Categories.
Inactive Users
Monograph refers to inactive users (employees who are no longer active in your account) as Past Employees. When importing hours logged for Past Employees, the following workflow is used.
A user seat named Past Employee (Do Not Delete) is added to your account.
This user is managed by Monograph and will not incur any charges to your payment method.
All inactive team member timesheets are imported under this single Past Employee (Do Not Delete) user. Individual hours are consolidated, but detailed role and rate information remains visible and is imported in the same manner as the cumulative hours process described above.
After your migration is complete, the Past Employee (Do Not Delete) user is deactivated. Once deactivated, this user will appear in your Team Directory under Inactive Users. Do not delete the Past Employee user, if this user is deleted, all associated migrated time will also be permanently deleted and cannot be recovered.
What is the cost?
Fees are quoted based on varying factors, such as the quality, complexity, and the amount of data you would like transferred into Monograph. Your sales representative will is available to provide you with further information.
When will the import be completed?
Once you have provided your data, our team will analyze all the information for consistency. Based on the clarity and organization of your data, our team will be able to complete the import in a timely manner.
Any lack of clarity in the data you provide will impact completion progress. Please note that an estimated timeline is only provided once your data has been submitted for review by our Data Team. Average time to complete will vary, but may take up to several weeks depending on the quality of the data provided.
Please note that by requesting a Data Import (migration) service, you agree to the exact workflow terms and process outlined above.
If you prefer to enter your past data directly without using the data import (migration) service, you can reference suggested practices for this process.