Overview

To import many clients in one step, you need to have a .csv file with clients and include required fields First name, Last name, and Email. You can also use a Full name field instead of separate First name and Last name fields. You can import clients with additional fields that match your custom fields in Copilot. Additionally, you can update existing client information with client import.

Exporting your clients

Exporting your client list to a .csv file is simple whether you use Google Sheets, Hubspot, or Airtable. Just locate the download or export button on your platform and select the .csv format.

Importing your clients

Once you have your .csv file with your list of clients with the required fields, you're ready to import. Note that there is currently a limit of 200 rows for the CSV file.

Import steps

1. Navigate to the Clients page.

2. Click on New client and then Import many clients.

3. Upload your CSV file by clicking on Choose file or dragging and dropping.

4. You’ll be automatically taken to the Match step. 

Match

The match step will show a preview of each field in your .csv. You will want to match each field to the relevant property in Copilot.

Automatic matching on required fields

If your .csv field titles match the required fields (e.g., First Name, Last Name, Email), they will automatically map correctly and be shown as Mapped successfully.

Automatic matching on custom fields

If you have additional fields in your .csv file and have set up corresponding custom fields in Copilot with the same titles, the rows that contain values for these fields should automatically match as well. For example, you might have a custom field set up in Copilot called Address and your .csv file might also have a field called Address. The values will map automatically to the Address custom field in Copilot.

Manual matching on required fields

If your .csv fields have different names, you'll need to manually match them using the dropdown menu. For example, if your .csv uses Name and Surname, you should match Name to First Name and Surname to Last Name.

Manual matching on custom fields

If you have additional fields in your .csv file and do not have related custom fields set up in Copilot, you can choose to ignore mapping, select a field you want to map to from the dropdown, or create a new field from the dropdown.

Preview

After confirming field mappings, click Next in the top-right to go to the Preview page. Check that all fields are matched correctly.

If everything looks correct, choose either Import only or Import and invite in the top-right. If you choose Import and invite, invite emails will automatically be sent to all new imported clients.

Once you click either import option, you'll be taken back to your Clients page and should see an alert in the bottom-right letting you know the import job has started successfully.

Updating client fields using client import

Export your clients

In order to update your clients, you'll need a .csv that exactly matches your current clients. Export your list of clients to a .csv by clicking Export in the top-right corner of the Clients page. This will download a file with all of your current client data and custom fields.

If you only want to update some clients, from a specific company or with the same email domain for example, you can use the Search button at the top to filter your clients, and after doing so the Export button will export only the clients you have searched for.

Edit your client fields

Once you've exported the clients you wish to update, open the exported file in Google Sheets, Numbers, Excel, or other spreadsheet editor of your choice. Then, make changes and/or add values to fields you want to update.

Note: We use emails as the identifiers for clients, so you will not be able to make changes to the client email. If you change this field, a new client will be created for the new email address. Any changes to email addresses must be made by the client themselves.

Once you've made the changes to your client fields, export or download the updated document in .csv format.

Import your changes

To add the updates to Copilot, go to the Clients page and click the +New Client button in the top-right and select Import many clients. Upload your file in the Import step.

In the Match step, all of the fields should be matched, except for Status and Creation date. Click Ignore column for both of these fields, and then click Next in the top right.

In the Preview step, you should not see any new clients (unless you have added new clients to the spreadsheet). Click on the Updated clients tab to preview the updates.

If everything looks correct, click Import only in the top-right.

You will be taken back to your Clients page and a message should appear at the bottom that your changes were imported successfully. Refresh the page to see the updated fields.