Import clients

Use the import when you're moving to MediSync from another system, or when your clinic has an existing client list in a spreadsheet.

Who can import

You need permission to create clients. Open Clients → Client List, click the ⋮ options menu at the top right and choose Import.

Import is greyed out when your clinic has reached its plan's client limit; hover over it to see the numbers. The import page shows Client limit reached in the same case.

Before you start

• File types: CSV (.csv) or Excel (.xlsx). Only the first sheet of an Excel file is read, and its first row must hold the column headings.
• Size: up to 10 MB. You can pick several files at once; they are combined, and the 10 MB limit applies to all of them together.
• Required column: only First Name (or Full Name). Every other column is optional.
• Custom fields can't be imported. Add them to each client afterwards.

Use the template

At the top of the first step, under Download Template, click CSV or XLSX. The template has one column for every field you can import, plus one example row (John Doe). Delete the example row, paste your clients in, and upload the file. Columns with the template's headings are matched automatically.

Format your data

• Date of Birth: YYYY-MM-DD, for example 1990-01-15.
• Phone and Emergency Contact Phone: international format with + and the country code, for example +966501234567. Numbers without a country code are marked invalid.
• Sex: MALE, FEMALE, OTHER or PREFER_NOT_TO_SAY.
• Blood Type: A+, A-, B+, B-, AB+, AB-, O+ or O-.
• Country: the 2-letter country code, for example SA or EG.
• Allergies, Chronic Conditions and Tags: separate several values with a semicolon, for example Penicillin;Aspirin.

Step 1: Upload File

1. Drag your file onto the upload box, or click the box to choose it.
2. MediSync reads the file and shows how many rows and columns it found. To use a different file, click Remove.
3. Check the Map your columns table. For each of Your Column, pick the matching Client Field, or Skip this column to leave it out.
   • Columns MediSync recognised are already filled in.
   • Each client field can be used for only one column.
   • The fields in this list are shown in English.
   • Skipped columns are listed under the table. Click Reset to go back to the automatic matching.
4. Check the Data Preview below the table, which shows the first rows as they will be read.
5. Click Next.

Nothing is saved until you confirm the import in a later step.

Step 2: Records

1. Click Start Validation. MediSync checks every row and shows how many are Valid and Invalid. Large files take a while; the rows are checked in groups of 100.
2. Use the All, Valid and Invalid filters to look through the rows. Click an invalid row to see its errors.
3. To leave a row out, clear its checkbox. It is marked Excluded and won't be imported.
4. Click Next. It's only available when at least one row is valid.

Common errors:

• An error on First Name: the row has no first name.
• Email: Invalid email address
• Phone: Invalid phone number format: the phone number isn't in international format, or isn't a real number.
• Country: Must be a 2-letter ISO country code
• Email "…" appears more than once in this file (rows …): the same value is in more than one row. Phone and national ID repeats show the same way.
• Phone "…" already belongs to another client: a client already in MediSync has that phone, email or national ID.

Step 3: Review & Export

This step shows the number of Valid, Invalid and Excluded rows and the columns you mapped.

Under Export Records you can download Export All, Export Valid or Export Invalid, each as CSV or Excel (XLSX). The All and Invalid files include an Errors column that explains each problem.

Only valid rows that you didn't exclude are imported. When you're ready, click Import N Clients.

Step 4: Import

MediSync creates the clients and shows the progress. Keep this page open until it finishes. Closing or leaving the page can stop the import part-way.

Step 5: Done

When the import ends you see Import Complete!, or Import Completed with Errors if some rows failed. The summary shows Total Parsed, Valid Records, Invalid Records, Excluded Records, Successfully Created, Failed (only when something failed) and Duration.

If any rows failed, open Failed rows to see why. Click View Clients to go to the client list.

Fix rejected rows

1. In Review & Export, use Export Invalid to download the rows that didn't pass, with the Errors column.
2. Correct those rows in your spreadsheet. Delete the Errors column, or choose Skip this column for it when you upload.
3. Run the import again with only the corrected rows. Rows that were already imported would now be reported as existing clients.

Duplicates

The import uses the same duplicate check as the New Client form. Your clinic admin chooses which fields must be unique (phone, email, national ID) in Client Settings → Demographics; by default all three are.

• A row whose value is already used by an active client is marked invalid and isn't imported.

• Remove repeated people from your file before importing. Repeats within the same 100 rows are marked invalid. Repeats further apart are caught while the clients are being created: the later row fails on its own and the rest are still imported.

• Importing the same file twice doesn't create duplicates for rows that have a phone, email or national ID checked for uniqueness. Rows without any of these values are created again.

• A row that matches an archived client passes validation but fails when the clients are created, with the message "Matches an archived client". The other rows are still imported. Restore that client from Clients → Archived clients, or leave the row out, then import it again.

Common problems

• Import is missing from the ⋮ menu. Your role can't create clients.
• Import takes you back to the client list. The import feature isn't turned on for your clinic, or you lack permission. Ask your clinic admin.
• "File size exceeds 10MB limit". Split the list into smaller files.
• "Only CSV and XLSX files can be imported." Open the file in Excel and save it as .xlsx or .csv, then upload again. Older .xls files are not accepted.
• Next stays greyed out on Upload File. Map at least one column, and make sure the file has rows under the heading row.
• Most phone numbers are invalid. Add the + and country code to every number.
• The import stops with an error and a Retry button. Click Retry. It continues from where the import stopped, so clients already created are not sent again.
• You hit the client limit during the import. The import stops; clients created before that point are kept. Ask your clinic admin to raise the limit, then import the remaining rows.
• Rows failed with "Matches an archived client". See Duplicates.