Import Data

You can Import different items into your Service Autopilot account, which can save you time and energy. This is especially useful if you're switching software and have information that needs to be moved over, or if you're making certain changes.
Before you can Import, you'll need to ensure you have the correct user rights enabled for your role.

To Import data, follow these steps:

  1. Hover over your profile icon and click Import/Export.

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  2. Click Import Data in the new tab that appears.

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  3. Select what you are wanting to import from the "Import Type" dropdown menu, such as Schedules.

    Import_Type.jpg

  4. Click the Download Template button to save and edit an Excel worksheet of the items that need to be imported. 
    Note: You can also download the most common templates from the bottom of this article. 

    Download_Template.jpg

  5. Some templates have more than one worksheet tab at the bottom, such as the "Schedules" and "Example and Instructions" tabs below. Be sure to fill in the Import information for each tab you need. 

    Excel_Template.jpg

    Note: The names of the worksheet tabs are important because they're used to import the tab's data. Each worksheet tab will be imported separately.

  6. In the Select Excel File field, choose the updated Excel worksheet, then enter the name of the worksheet tab you want to import. The name of the tab must match the name listed in the Excel worksheet. You will get an error if there is an extra space before or after the name.

    Worksheet_Field.jpg

  7. Click Next to preview the data that'll be imported. Make sure the headers (Client Name, Customer ID, Service Name, etc.) on the importer are mapped correctly.
    If a header says "do not import," that field will not be imported. 

    Preview_Data.jpg

    Note: Ensure the same number of rows appear in the importer as in the worksheet. The importer will display the number of rows but you'll subtract 1 from the row total for the headers. For example, if you have 100 rows in Excel including your header, then the importer should say 99 rows.
    There may be empty rows in the worksheet if the rows don't match, which will import empty clients into your account.
  8. Click Import when you're ready.
  9. Repeat steps 6 and 7 for any additional worksheet tabs that need to be imported.

Note: To make it easier, you can always send your data to our Imports Team via email for review and importation. Be sure to address the email to Support@serviceautopilot.com or Launch@serviceautopilot.com with the subject line "ATTN: Imports." This is the only valid way to reach the Imports Team. 

 

What CAN be imported?
• Clients and Leads
• Updates to Client and Lead Information
• Contacts
• Employees and Vendors
• Schedules (Recurring Jobs on Master Schedules)
• Packages Jobs (The actual package MUST be created in SA first)
• Services
• Products
• Chemical Tracking Fields
What CAN NOT be imported?
• Invoices
• Payments
• Credits
• Account Balances
• Purchase Orders
• Price Changes (anywhere on anything or anyone that’s already in SA.)
• Recurring Jobs on Custom Schedules
• One-Time Jobs
• On-Demand (Snow) Jobs
• Estimates
• Contracts
• Forms
• Job History
• Account History
• Accounting History
• Tags

 

Before importing, you must manually create your packages, schedules, and custom fields in SA. These items need to have the same name in the worksheet as they do in SA. Otherwise, the information may not be imported.
Clients should be imported first followed by services, products, employees, and so on. Clients' recurring jobs are the last thing to import because clients and services need to be in the account before they can be tied to jobs.

Below is a list of Import fields for some of the most common "Import Types." Some of these fields are required and will show in bold.

Note: ID numbers are found in the Company Export worksheet. To download this worksheet, hover over your SA Profile icon > Import/Export > Export.
Clients/Leads Products Schedules Employees/Vendors Services
1. Account Notes
Note: If there’s isn't a place for information, then we suggest entering the data as an Account Note, that you can reference, or as a Custom Field, which you can search.
2. Account Number
3. Billing Address
4. Billing City
5. Billing State
6. Billing Zip
7. Branch (Must be entered in SA first)
8. Cell Phone
9. Client's Full Name
Note: Names cannot have apostrophes but ampersands are fine.
Duplicate names will not import even if the address is different. If there are multiple properties under the same client, we recommend entering the client’s full name with the address. Examples: Sherlock Holmes - 221B Baker St. or Holmes, Sherlock (221B Baker St.)
10. Client Since Date
Note: You'll want to ensure this column is in short date format. If the column is not in short date format the Client Since Date will be imported as a serial number. 
11. Contact Title (Mr., Mrs., Dr.)
12. Custom Fields (Must be entered in SA first)
Note: We can only import a custom field associated with the client and it must be a Text type. We cannot import to a Number or List type and the field cannot be changed to a Number or List type after importation as it will erase the data.
We also cannot import Tags. You would need to import these to a custom field, then use the custom field to filter and tag the client list.
13. Customer Source (Must be entered in SA first)
14. Customer Type (Client, Lead, Former Client, Closed Lead)
15. Customer Email (We can only import one address)
16. Fax
17. First Name
18. Home Phone
19. Last Name
20. Latitude
21. Longitude
22. Map Code
23. Master Property Name
Note: You can link master and sub-properties through an import. To do this, insert an additional column to the left of the Client Name and label it Master Property. In the Master Property column, enter the name of the master property next to each sub-property. The master column will remain blank next to the master property. 
The master property should appear first in order on the worksheet. If it's not imported first, the link between the two properties will not be successful.
24. Other Phone
25. Referred By (Must be entered in SA first)
26. Salesperson (Must be entered in SA first)
27 Service Address
28. Service City
29. Service State
30. Service Zip
31. Work Phone


If you want to match data, such as Income Account names, Parent/Master names, or Referred by name, then that data must be spelled the same as it is elsewhere.
Remove all formatting, special characters, wrapped text, and formulas before importing to prevent the worksheet from loading blank or giving you an Ajax error. If you get an Ajax error, refresh the page and try again. If the error persists, log out of your account, then log back in.

Note: Again, the formatting in a worksheet can affect your import. This includes bold, italicization, highlighted cells, and more. To clear formats on your worksheet, locate the "Editing" section under your Excel Home tab. Click the Clear drop-down menu and click Clear Formats.
Do not click Clear Contents because this option will clear your data.

CSV files cannot be imported. You must upload an XLSX file when importing. To convert a CSV file to an XLSX file, click File > Save as > Click the Save as type drop-down menu under the file name and select Excel Workbook (*xlsx).
It's best practice to import a single item from your list first to ensure it was imported correctly. This is especially helpful because many items cannot be reversed once data is imported. If you're satisfied with the result then import your remaining items. 

 

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