Import customers, services and bookings

Use the import wizard in Setora Hub to bring customers, services or bookings into your organisation. Each data type uses a separate import. This guide gives the detailed Customer-list steps and the checks that apply to every file.

Keep an untouched copy of every source file before you begin. Staff records are not part of this import.

Before you start

Keep the original export unchanged as a backup, then make a working copy for checking. Your file should have one Customer per row and a header row naming each column.

For the most reliable match, include:

• A first name and last name, or one full name column.
• A phone number or an email address for every Customer. At least one is required.
• A marketing consent column if you need to bring consent across.

Check that names, phone numbers, email addresses and consent values are in the right row. Do not use a name alone to identify an existing Customer. Customer matching uses a phone number or email address, not a name.

Important: matched rows overwrite Customer data. Do not remove or leave mapped fields blank when existing Customers may match. A matched row rewrites First Name, Last Name, Marketing Consent and the contact field not used for matching. Blank or unmapped values can clear existing data. Only yes, regardless of capitalisation, sets consent to Yes. Every other value, including blank or an omitted consent column, sets it to No.

Hub accepts CSV, XLSX and XLS files up to 10 MB. Keep the file on a device and account that only authorised people can access. Do not send the export by email or upload it to an unapproved file-sharing service while you prepare it.

Upload the list

1. In Setora Hub, open Organisation > Import.
2. Choose the platform you are moving from. Select Other Platform if your source is not listed.
3. Choose Customers. Each import type needs its own file.
4. Follow the export guidance shown for the platform you selected, then continue.
5. Drag in the file, or choose it from your device.
6. Before selecting Preview Import, record the original filename and check whether you selected Fresha.

Fresha starts immediately: selecting Preview Import automatically accepts the detected mapping and starts the import. There is no mapping review or Start Import step.

For all other platforms, Preview Import analyses the file and shows the detected columns, warnings, a sample and the total rows. Check the sample, then review the suggested mapping. A detected match is a suggestion, not a final decision.

Check field matching

This review is available for platforms other than Fresha. In the mapping review, each source column is matched to a Setora field. Check the mapping against the sample values, then change a match with the Maps To menu when needed. Choose Skip this column for information you do not want to import.

Use these fields for a Customer list:

Only map one source column to each Setora field. Hub removes an earlier match if you map another source column to the same field. Review warnings and unmapped columns before selecting Start Import.

For marketing consent, Setora treats only yes, regardless of capitalisation, as Yes. Every other value becomes No. For a matched Customer, a blank value or omitted consent column overwrites existing consent to No. Clean this column before uploading if your source uses different values.

How duplicates are handled

Hub checks each row against Customer records in your organisation:

• When a row has a phone number, Hub matches by that phone number first.
• When it has no phone number but has an email address, Hub matches by email address.
• A match updates the existing Customer instead of creating another record.
• A row with neither a phone number nor an email address cannot be imported.

A name by itself does not match an existing Customer. Rows with the same phone update the same record. Email matching is used only when the row has no phone. The same email paired with a different phone can be skipped as an error. Later matched rows can overwrite details, so clean duplicates before uploading.

Start and monitor the import

For platforms other than Fresha, choose Start Import when the mapping is right. Fresha has already started after Preview Import. Hub processes the file and shows progress by row. Keep the page open until the import finishes.

The completion screen separates records into:

• New, for Customer records created by the import.
• Updated, for rows matched to records that already existed.
• Skipped, for rows that could not be imported because of an error.

An import can finish with some rows skipped. The completion screen shows only the new, updated and skipped counts, not row-level errors. A missing phone number and email address is a common Customer validation error. Check affected records before retrying rather than guessing at contact details. If the whole import fails and Hub displays an exact error, record it before leaving the screen.

Check the result

After Hub reports completion:

1. Choose View Customers.
2. Search for a few known Customers by name, phone and email.
3. Check that names, contact details and marketing consent are correct.
4. Compare the source row count with the new, updated and skipped counts.
5. Check a few Customers who already existed, especially records where the source had both phone and email.
6. Keep the original export and import summary until you are satisfied the list is complete.

A Customer import brings Customer records into Setora. It does not add Booking history. If you also need past Bookings, prepare and run a separate Booking import, then use Create and manage a Booking to check how records appear in the diary.

Import Services or Bookings separately

Return to Organisation > Import, choose the relevant data type and upload a separate source file. Each type uses its own mapping and import.

Import Services

Map Name for every Service. You can also map Category, Duration (mins) and Price. A row without a name is skipped. Description is available in the mapping screen but is not currently assigned to the imported Service.

Setora matches an existing Service by its exact name. A match updates that Service, including its category, duration and price. A previously archived same-name Service is restored. If duration or price is blank, the imported value becomes 30 minutes or £0, so fill those fields before importing when an existing Service may match.

Afterwards, open a sample of Services and check the name, category, price, duration and Location assignment before making them available to Customers.

Import Bookings

Map Service Name and Date for every Booking. Also check Start Time, End Time or Duration (mins), Customer details, Price and Status. A row without a Service name or date is skipped.

Setora treats a Booking with the same Service name and start time as a duplicate. Customer matching checks phone first, then email and then name. Imported Bookings are currently assigned to the organisation's first Location. Staff Name and booking notes are available in the mapping screen but are not currently assigned to the imported Booking.

Past active Bookings are imported as completed history. Future active Bookings are confirmed. Recognised cancelled and no-show statuses keep those outcomes. Open a sample of past, future and cancelled records after the import and check the Location, Customer, Service, date, time, price and status.

The completion screen does not show row-level errors, so use the visible counts and record checks to decide what needs attention. Do not re-import successful rows without checking whether they would overwrite or duplicate existing data.

Handle Customer data safely

Customer lists contain personal data. Limit the import to people who need permission to do it, keep a backup in a protected location, and delete working copies from shared or temporary devices after you have finished checking them. Make sure any marketing consent in the file reflects what your business is allowed to use.

Read the GDPR information and privacy policy for the wider rules about Customer data. Do not put Customer names, phone numbers, email addresses or payment details into a support chat.

If the import does not look right

Record the filename before starting. If you need help, note the platform, import type, status and visible new, updated and skipped counts. Include an exact error only if Hub displayed one. Open the chat in Hub and tell us what you checked and what happened. Do not attach the Customer list or paste personal data unless Setora Support gives you a secure, approved way to share it.

For the wider setup sequence, see Set up Setora in the right order. Keep your source exports available until you have verified the imported records.