Mapping Data Fields

This article guides you through the workflow for importing and mapping both contacts and appointments data in SKED. You’ll learn how to correctly assign spreadsheet columns to SKED fields, handle unmapped data, and ensure clean data import for efficient practice management.

When mapping data, there are three primary options:

1. Skip the field
If a field in your source file does not have a direct equivalent in SKED, you can simply skip it. For example, SKED does not store a home or work phone numbers, so any phone number other than mobile can be skipped.

2. Map to a single-value field
Some fields have a direct one-to-one relationship. In these cases, you can map the source field directly to the corresponding field in SKED. For example, a patient number can map to a client ID, and first name can map directly to first name.

​3. Map fields with multiple possible values
Some fields contain multiple possible values and require conditional mapping. For example, a Status column in your spreadsheet may contain values such as true or false. You can map these accordingly—true to active and false to inactive.

Note: If anything ever gets mapped incorrectly, you can easily click "Unassign" to remap that data to another field.

When importing contacts, you can map the following fields: client ID, client name, date of birth, mobile phone number, email, and status (active, inactive, or inactive). You can also indicate whether the contact is a lead.

If your spreadsheet does not include certain fields—such as lead status, notification preferences, default appointment type, or referral source—you will be prompted to assign these in bulk on the next. Any additional contact information not used by SKED—such as home phone numbers, addresses, or first appointment dates—can be safely skipped during the mapping process.

When mapping contact data, keep the following in mind:

Name formatting:
Depending on your source, names may be split into separate first and last name columns, or combined into a single field. If separated, map each field directly. If combined, select the Full Name option and specify the format (e.g., First Last or Last, First).

Differences in field wording:
Be mindful of how values are presented in your spreadsheet versus in SKED. For example, a column labeled Do Not Email = false means the contact can receive emails. In SKED, this corresponds to Email Notifications Enabled = true. Always interpret the intent of the data, even if the wording differs.

Handling Default Values for Multi-Value Fields:

If you are mapping a field that contains multiple possible values, you must assign a default value for any blank entries. In most cases, spreadsheets will have data populated in every row, so if there are no blank values, no default will be applied or override your data.

Default appointment type and providers:
If your spreadsheet includes a default appointment type, it should also include a provider. Without provider data, you will only be able to assign a single provider and appointment type to all records. When mapping, always map the provider field first so SKED recognizes multiple providers, then map the corresponding default appointment types.

To continue to the next page, all fields must be mapped. If any fields remain unmapped, you will see a notification at the top indicating the number of issues remaining.

Click on this notification to view which fields still need attention. You can select each item to quickly navigate to the corresponding section and complete the mapping.

Once all issues have been resolved, the Next button will become active.

After mapping all fields in your spreadsheet, you may need to complete a few additional assignments if they were not included in your data.

On this page, you will be prompted to:

If your system includes multiple providers, those providers should be included in your spreadsheet. Otherwise, you will need to assign them individually during this step.

Lastly, on this page, you have the option to create a new template, update an existing template, or upload your data without saving a template.

If you are using an existing template and do not need to make any changes, you can simply click Upload Data – No Template, and the system will apply the previously used mapping.

If you choose to create a new template, enter a template name, and the Finish button will become active.

SKED also helps ensure data accuracy by automatically identifying invalid or incomplete information during import. For example, if a phone number is missing a digit, it will be flagged.

On the Fix Broken Uploads page, you can correct these issues directly within the platform—no need to update your spreadsheet and restart the import process.

Once you’ve made the necessary updates, you can choose to submit the corrected records or skip any rows with remaining issues if needed.

After fixing any data, you can click Submit, and SKED will upload the contacts.

When importing appointment data, the available fields you can map include: appointment ID, appointment type, date and time (either as separate fields or combined), appointment status, and provider.

If your spreadsheet contains additional fields—such as end time, first visit indicator, or booking timestamp—these can be safely skipped, as they are not used during the import process.

When mapping and importing appointment data, keep the following in mind:

Appointment ID:
Each appointment should have a unique ID, which can be mapped directly to the appointment ID field in SKED.

Matching appointments to clients:
Appointment data should include at least the patient's name. If a patient ID is not present in the spreadsheet, SKED can attempt to match records using email, phone number, and date of birth. If no exact match is found using those fields, SKED may still match the appointment if there is only one contact with the exact same name.

Date and time formatting:
You do not need to modify how date and time appear in your spreadsheet. However, you must map them correctly—either as a combined date and time field or as separate date and time fields, depending on your data.

Providers and appointment types:
If your organization has multiple providers, be sure to map the provider field before mapping appointment types. Otherwise, you may only see options for a single provider.

Appointment status mapping:
If your spreadsheet uses different status labels, you will need to map them to SKED’s supported statuses: scheduled, canceled, arrived, missed, rescheduled, or deleted.

Once all fields are mapped and there are no remaining issues, the Next button will become active.

In most cases, your spreadsheet will include all necessary data. However, if fields like appointment type or provider are missing, you can assign them on this page.

You will also have template options, including creating a new template (by entering a type and name), updating an existing template, or uploading the data without saving a template.

The most common reason data is skipped during import is that the associated contacts do not already exist in the system when only appointments are being imported.

Keep in mind that you can import contacts and appointments together, as long as all required contact data is included and you selected that option at the start of the import process.

Importing and mapping data in SKED is a flexible process designed to accommodate a variety of spreadsheet formats while maintaining data accuracy. By carefully mapping fields, understanding how SKED interprets your data, and using tools like bulk assignments and templates, you can streamline your imports and avoid common issues. Taking the time to review mappings and resolve errors upfront ensures a smoother import process and helps maintain clean, reliable data in your system.