Importing and Exporting Customer Data
Overview
Import and export tools allow you to manage customer data in bulk. Import customers from other systems or spreadsheets, export your customer list for backup and analysis, and transfer transaction histories—all while preserving loyalty balances and rewards.
Common use cases:
Migrate from another loyalty system
Add customers from an existing database
Back up your customer data
Analyse customer data in Excel or other tools
Share customer lists with team members
Transfer customers with their existing points/stamps
Exporting customer data
Export all customers
Download your complete customer list across all loyalty programs.
Step 1: Access the Customers module
Navigate to the left-hand menu
Click the Customers icon
Step 2: Export your data
Click the Export button at the top-right of the screen
Your complete customer list downloads as a CSV file
The file saves to your device's default download location
What's included in the export:
Customer name
Phone number
Email address
Date of birth
Date created (registration date)
Card status (Installed, Not Installed, Deleted)
Card serial number
Device type (iOS, Android, PWA)
UTM tag (acquisition source)
Custom fields
Important: If you use multiple loyalty programs (e.g., coupon and stamp card), this export includes customers from all programs.
Export customers for a specific loyalty program
Download customers for one specific card type only.
Step 1: Access the Cards module
Navigate to Cards from the left-hand menu
Select the specific card you want
Go to the Clients section within that card
Step 2: Export card-specific customers
Click the Export button
Customer list for this card downloads as a CSV file
What's included in card-specific exports:
Customer name
Phone number
Email address
Date of birth
Date created
Card status
Card serial number
Device type
UTM tag
Total visits
LTV (Lifetime Value)
Expiry date
Limits (if applicable)
Custom fields
Note: Data fields vary depending on the loyalty card type. Some fields are only relevant to specific card types (e.g., limits for membership cards, visits for stamp cards).
Export transaction history
Download complete transaction records for analysis and reporting.
Step 1: Access the Cards module
Navigate to Cards from the left-hand menu
Select the card whose transactions you want to export
Step 2: Export transactions
Click the Download button for transaction history
Transaction log downloads as a CSV file
What's included in transaction exports:
Date created
Customer name (first and last)
Phone number
Device type
Card template name
Operation type (stamps added, points redeemed, etc.)
Notes/comments (from scanner transactions)
Amount (points, stamps, or monetary value)
Balance (after transaction)
Purchase sum
Manager (who processed the transaction)
Company name
Location
Device type used for charging
UTM source
Note: Available data fields vary by loyalty card type. Each card type tracks different metrics relevant to its reward structure.
Using exported data
Backup purposes: Save exports regularly to protect against data loss.
Data analysis: Open in Excel, Google Sheets, or other tools to analyze:
Customer demographics
Sign-up trends
UTM source performance
Card usage patterns
Transaction histories
LTV calculations
External tools: Use exported data in:
Email marketing platforms
CRM systems
Analytics tools
Reporting dashboards
Business intelligence software
Importing customer data
Before you import
Prepare your data:
Ensure data is accurate and complete
Remove duplicate entries
Format phone numbers consistently
Use valid email addresses
Include all required fields
Download the template: Always use the provided CSV template to ensure proper formatting.
Import process
Step 1: Access import
Method A: From Customers screen
Navigate to the Customers screen
Click the Import tab at the top
Method B: From Customer Import tile
Locate the Customer Import section on the Customers screen
Proceed to download the template
Step 2: Download the import template
A popup appears
Click Download Import Template
Save the CSV template to your device
Step 3: Fill in the template
Open the downloaded template and enter customer information:
Required fields:
First name
Last name
Phone number OR email address (at least one contact method required)
Optional fields:
Email address (if phone provided)
Phone number (if email provided)
Date of birth
Balance (for transferring existing points/stamps)
Custom fields (if configured)
Important formatting guidelines:
Do NOT delete columns if you don't have information—leave them blank
Do NOT add new columns—use only the provided template structure
Keep column headers exactly as shown
Use consistent date formats (typically YYYY-MM-DD)
Format phone numbers consistently (e.g., +1234567890)
Leave cells blank rather than entering "N/A" or "-"
Balance column - transferring existing rewards: If migrating from another loyalty system, enter the customer's existing balance in the Balance column:
For points cards: Enter point balance (e.g., 500)
For stamp cards: Enter stamp count (e.g., 8)
For gift cards: Enter monetary value (e.g., 50.00)
This preserves customer rewards during migration to your new system.
Import limits: Maximum 20,000 customers per file. For larger imports, split into multiple batches and import separately.
Step 4: Save your file
Complete all customer entries in the template
Save the file as CSV format (not Excel .xlsx)
Save to an easily accessible location
Note the file location for upload
Step 5: Import the file
Return to the import screen
Click Import or Select File
The customer base import popup appears
Click Select File
Navigate to your saved CSV file
Select the file and click Open
Step 6: Select card template (optional)
If you want to issue cards to these customers during import:
Click Select Template in the import popup
Choose from available card templates in your account
The selected card will be issued to all imported customers
Benefits of issuing cards during import:
Customers receive cards immediately
Saves time compared to manual card issuance
Creates complete customer profiles in one step
Customers can install cards right away
Step 7: Complete import
Verify your file and template selection
Click Import
The system processes the file
Imported customers appear in the customer grid
Step 8: Verify the import
After import completes:
Check the customer grid for new entries
Review a few imported profiles for accuracy
Verify custom fields populated correctly
Confirm contact information is accurate
Check that balances transferred correctly (if applicable)
Verify cards were issued (if template was selected)
Transferring customers with rewards
Migrating from other loyalty systems
When switching from another loyalty platform, you can preserve customer rewards by using the Balance column during import.
Why this matters:
Customers keep their hard-earned rewards
No disruption to customer loyalty
Smooth transition to new system
Maintains customer trust
How to transfer rewards:
Step 1: Export from old system
Export customer data and balances from your previous platform
Note the reward balance for each customer
Step 2: Prepare import file
Download your template
Enter customer information
Fill the Balance column with their existing rewards:
Points programs: Enter point balance
Stamp programs: Enter stamp count
Monetary programs: Enter dollar/currency value
Step 3: Import with balances
Import the file as described above
System creates profiles with existing balances
Customers see their transferred rewards immediately
Step 4: Communicate with customers
Notify customers about the transition
Explain how to install their new card
Confirm their rewards were transferred
Provide installation links
For detailed migration guidance: See our dedicated article: How to transfer customers and their rewards into our system
Import best practices
Data preparation
Clean your data first:
Remove duplicates before importing
Standardize phone number formats
Verify email addresses are valid
Ensure birthdates are in correct format
Review balance amounts for accuracy
Test with a small batch: Import 5-10 customers first to verify formatting is correct before importing your complete list.
Use consistent formatting:
Phone: +1234567890 or (123) 456-7890 (pick one format)
Dates: YYYY-MM-DD or DD/MM/YYYY (match template format)
Names: Capitalize first letters consistently
Balance: Use numbers only, no currency symbols
During import
Don't close the browser: Keep your browser window open during import, especially for large files.
Import in batches: For lists over 20,000 customers, split into multiple files and import separately.
Check for errors: If the import fails, check the error message for guidance on what needs correction.
One import at a time: Don't start multiple imports simultaneously—complete one before starting another.
After import
Verify immediately: Review imported customers right away to catch any issues quickly.
Export for backup: After a successful import, export your customer list as a backup.
Issue cards if not done during import: If you didn't select a card template during import, issue cards to customers using the bulk card issuance feature.
Send installation links: If cards were issued, send installation links to customers via SMS or email.
Troubleshooting
Import issues
Import fails or shows errors:
Verify you're using the correct CSV template
Check that all required fields are filled
Ensure phone numbers and emails are properly formatted
Remove any special characters that might cause issues
Verify file is saved as CSV, not Excel format
Check file doesn't exceed 20,000 customers
Some customers didn't import:
Check for duplicate phone numbers or emails
Verify required fields aren't empty
Look for invalid characters in data
Ensure date formats match the template
Review balance column for non-numeric values
Balance column not importing:
Verify you're using numbers only (no currency symbols)
Check for decimal formatting (use . not ,)
Ensure balance values are realistic
Confirm you're importing to the correct card type
File won't upload:
Check file size isn't too large
Verify file is in CSV format
Try saving the file again
Use a different browser if problems persist
Split large files into smaller batches
Export issues
Export file won't download:
Check your browser's download settings
Try a different browser
Verify you have sufficient storage space
Check browser pop-up blockers
Refresh the page and try again
Export file is empty or incomplete:
Ensure you have customers in your database
Try refreshing the page and exporting again
Check that you have permission to export data
Verify you're exporting from the correct card/program
Can't open exported file:
Verify you have a program to open CSV files (Excel, Google Sheets, etc.)
Try opening with a different application
Check the file downloaded completely
Ensure file isn't corrupted
Data security and privacy
Protecting customer information
When exporting:
Store exported files securely
Don't share customer data unnecessarily
Delete old export files you no longer need
Use encrypted storage for sensitive data
Control access to exported files
When importing:
Only import data you're authorized to use
Comply with privacy regulations (GDPR, CCPA, etc.)
Obtain proper consent before importing customer information
Don't import purchased or scraped email lists
Ensure data comes from legitimate sources
Data handling best practices
Keep customer data confidential
Only grant import/export access to authorized team members
Regularly review who has access to customer data
Delete customer data in accordance with privacy policies
Maintain audit logs of import/export activities
Advanced tips
Large imports
For importing tens of thousands of customers:
Split into batches of 15,000-20,000 per file
Import during off-peak hours
Allow time between batches for processing
Monitor each batch for errors before continuing
Keep original files until import is verified
Maintaining data quality
Regular maintenance:
Export monthly for backup purposes
Review and remove inactive customers periodically
Update customer information as needed
Standardize data entry practices across your team
Audit imports for accuracy
Integration workflows
Syncing with external systems:
Export from your loyalty system regularly
Import into email marketing platforms
Keep both systems updated
Document your sync process for consistency
Schedule regular data synchronization
Frequently asked questions
What file format is required for import? CSV (Comma Separated Values) format. Don't use Excel (.xlsx) files directly—save as CSV.
Is there a limit to how many customers I can import? Yes, 20,000 customers per file. For larger lists, split into multiple batches.
Can I update existing customers via import? This depends on your system configuration. Contact support to confirm if imports can update existing profiles or only create new ones.
What happens if I import a duplicate customer? The system typically prevents duplicates based on phone number or email. Duplicates may be skipped or flagged for review.
Can I import customers with cards already issued? Yes, select a card template during import. All imported customers will receive that card type.
How do I transfer existing points/stamps from another system? Use the Balance column in the import template. Enter each customer's existing balance and it will be preserved in your new system.
How often should I export my customer data? Monthly exports are recommended for backup purposes. Export more frequently if you have high customer acquisition.
Can I export transaction history for all cards at once? No, transaction history is exported per card. Export each card's transactions separately.
What if I made a mistake in my import? You may need to manually correct errors or delete incorrectly imported customers. Test with a small batch first to avoid large-scale errors.
Can I import customers without email addresses? Yes, if phone numbers are provided. At least one contact method (phone or email) is required.
Will importing customers send them notifications? No, importing creates profiles only. Customers receive notifications when you issue cards or send campaigns to them.
Can I add custom columns to the import template? No, don't add or remove columns. Use only the provided template structure. Custom fields should match those configured in your account.