Import your clients, services, team and bookings from another system or a spreadsheet

If your clients, services, team or calendar are already in another system or a spreadsheet, you don’t have to add them one by one. Import data reads the file, shows you what will happen to each row, and only imports once you confirm.

Where it is

• In the panel menu: Import data.
• In Clients, with the Import button.
• On the Dashboard, while your business has no clients yet.

The business owner and admins can use it.

Which file works

• The one your current system exports. We recognise exports from Fresha, Booksy, AgendaPro, Trinks and Agendit, and from any other system with columns such as “Name”, “Phone” or “Email”.
• Our template, in Excel or CSV. Download it from Import data.
• Your own spreadsheet: Excel (.xlsx), .ods or CSV, separated by commas or semicolons.
• Copied rows: you can also paste the rows directly, without a file.

Up to 10,000 rows and 10 MB per file. If you have more, split the file and import the parts one at a time. If your file is an old Excel file (.xls) or a Numbers file, open it and save it as .xlsx or .csv.

The template’s columns

Step by step

1. Go to Import data and tap Import clients.
2. Choose the file (or paste the rows) and tap Continue. We detect the system it comes from.
3. Check what each column is. We already picked what we recognised; change anything that’s wrong and leave what you don’t need on Don’t import.
4. Tap See the preview. We check every row and show you three groups:
   • Ready to import: new clients that will be created.
   • Already there: clients you already have. We only fill in what they are missing.
   • Not imported: each row with the reason, in plain words.
5. If everything looks right, tap Import. You can leave the page: we tell you by email and in the panel’s notifications when it’s done.
6. At the end you see how many clients were created and how many were filled in, and you can download the report with the result of every row.

How we avoid duplicates

• A client you already have is recognised by their WhatsApp and name, or by their email and name. We only fill in what is blank on that client: we never replace their number or anything else you already entered.
• If the same client appears twice in the file, they are imported once.
• If you import the same file again, nothing is created twice.

The most common problems

• “The phone came out as 5.95E+11”: Excel turned the number into scientific notation and lost its last digits. In your spreadsheet, set the phone column to Text format, fix the numbers and export again.
• Phones without the country code or the leading 0: no need to fix them, we complete them with your business’s country. In Trinks files we also use the DDD column.
• Clients without a phone: they are imported anyway, with a warning: they won’t get WhatsApp reminders until you add a number.
• An email or a date we can’t read: the client is imported without it and the preview tells you.

Services

Import your service list with Import services. The columns are Service and Duration (required), Category, Price and Description.

• Duration: in minutes (45) or hours (1h 30, 1:30, “1 hour”).
• Price: as you write it, in your business’s currency. Without a price it is set to 0, with a warning.
• Category: created if you don’t have it.
• New services are active and bookable online, at all your locations and for the whole team, just like one you create by hand.
• A service you already have by the same name is not changed: we only fill in its category or description if missing.

Team

Import your professionals with Import team. The columns are Name (required), Last name, Email, Phone, Role and Services.

• They are created inactive: they don’t appear on your booking page and use no seats of your plan. Check each one’s hours and turn them on in Team.
• In Services, list the services each one does, separated by commas and named as in Citauno. Import the services first: names that don’t exist are flagged and not linked.
• Someone already on your team with the same name is not duplicated: we only fill in their email, phone or role if missing.

Future bookings

Import the appointments you already have with Import bookings. The columns are Date, Time, Client and Service (required), Client’s WhatsApp, Client’s email, Professional, Location and Notes. If your system exports the date and time together (“15/11/2026 14:30”), that works too.

• Import your services and team first: each booking uses the service and the professional with the same name as in Citauno.
• Only future bookings are imported. Times are read in your business’s time zone.
• Each booking is checked against your calendar, as if you added it by hand: the professional’s hours, their blocks and the bookings you already have. If it clashes, it lands in Not imported with the reason (“Clashes with your calendar: …”) and you add it where it fits.
• With no professional, Citauno picks someone who does the service and is free at that time.
• The client is looked up in Clients by WhatsApp and name; if they’re not there, they’re created.
• Bookings come in confirmed, with no deposit. Notes are saved as the booking’s internal note, and its History says it was created from a data import.
• Nobody gets a message, unless you tick Tell each client on the preview: then each client gets the confirmation by email and the usual reminders.
• A booking that’s already in your calendar (same client, day and time) isn’t duplicated, so you can import the same file again.

Undoing an import

For 7 days you can undo a whole import from its page. What it created is deleted, except what has been used since: clients with bookings, a Citauno account, packages or other history; services with bookings; professionals you turned on; bookings that changed status, have payments or whose client was already told; or anything you edited. Those are kept and we show you why. The categories it created go with their services. The details the import filled in on clients you already had are cleared again.

Your data

The file you upload is stored privately and deleted after 30 days. Every import is logged: who ran it, when, and what happened to each row.

To see and edit your clients after importing them, see Clients.