Importing data shouldn't be a headache! Use ALOHA® to quickly upload patient lists, apply tags in bulk, or kick off a new marketing campaign using a simple spreadsheet. This guide walks you through preparing and uploading a CSV file to manage your contacts and campaigns efficiently in ALOHA.
✨ When You Need This Guide
The CSV import tool is your best friend when you need to handle large amounts of data at once. Use this guide if:
You have a patient report from another system that you need to move into ALOHA.
You want to start a campaign for a specific list of people all at the same time.
You need to add "Tags" to a large group of patients to keep them organized.
You have new contacts from a marketing event (like a health fair) who aren't in your main system yet.
You're seeing "skipped rows" and want to know how to fix your file.
What This Covers (And What It Doesn't)
✅ Properly formatting, mapping, and uploading a CSV file for contacts, appointments, or tags.
❌ Troubleshooting your main EHR/PMS sync (please contact support for direct integration issues).
Prerequisites/You'll Need:
A computer with spreadsheet software (Excel, Google Sheets, or Numbers).
Your data saved specifically as a .csv file (Comma Separated Values).
✅ Step 1: Prepare Your File
Before uploading, your spreadsheet needs to be "clean" so ALOHA can read it correctly.
Check your columns:
For Contacts: First name, last name, phone number, email address.
For Appointments: First name, last name, appointment type, provider’s name, appointment date, and time.
Remove the "fluff": Delete empty columns or extra information like "notes" or "business names" that you don't need to import.
Verify the format: Confirm that all fields are correctly formatted and contain valid data for a smoother process.
Save as CSV: In your spreadsheet program, go to File > Save As (or Export) and choose CSV (Comma Delimited).
✅ Step 2: Upload and Map Your Data
Now that your file is ready, it's time to bring it into ALOHA.
Navigate to the Import Page: Go to the CONTACTS tab and click on Import CSV.
Select Your Data Type: Choose Contact Data Only for most tasks (like tagging or general campaigns).
Choose Contact/Appointment Data only if you need to upload specific visit dates and times.
Choose Your Action: From the dropdown, tell ALOHA what to do with this list (e.g., "Apply a Tag" or "Start a Campaign").
Pick Your File: Click the Pick CSV File button and select your saved document from your computer.
Map Your Fields: This is the most important part! Look at the preview. Match your file's columns (on the left) to the ALOHA fields (on the right).
Example: Match your "Cell Phone" column to the "Phone" field.
If you don't need a column, simply select -ignore-.
Start the Import: Click the Import CSV button to begin processing.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
The summary says rows were "skipped." | Usually, a required field like a phone number or email is missing in those rows. | Check your spreadsheet for empty cells in important columns, fill them in, and re-upload. |
You get an error message immediately. | Your file is likely still saved as an Excel (.xlsx) or Numbers file. | Open the file and use "Save As" to specifically select CSV (Comma Delimited). |
How should I format my CSV file for best results? | A clean file with simple, clear headers is best. The system needs to know what each column represents. | Your first row should be headers (e.g., First Name, Last Name, Phone, Email). Each subsequent row should be a single contact. Avoid extra empty rows or columns. For phone numbers, use a consistent format with no special characters (e.g., 5551234567). |
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🎉 You'll Know It's Working When:
You see a green banner stating exactly how many contacts were successfully imported.
Your selected Tags or Campaigns appear instantly on the patient profiles from your list.
Your "Contacts" list reflects the new names you just uploaded.
💬 Need Help? We're Here!
If your file is giving you trouble or you're stuck on the "Mapping" step, our team is happy to take a look!
Phone: 800-563-0469
Email: support@getaloha.com