Upload Clients
Import client data from CSV or Excel files
Bulk Client Upload & Update
CSV Format
Upload comma-separated values
Excel Format
Upload .xlsx or .xls files
Data Validation
Automatic duplicate detection
Select Data Source
Choose the source system for the client data you're uploading:
Drop files here or click to browse
Support for CSV, XLSX, and XLS files
Choose File
File Selected
Upload Failed
Processing Upload...
1
Validating file format...
2
Reading and parsing data...
3
Processing client records...
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Saving to database...
File Format Requirements
Required Columns
Client ID (or client_id, clientid, id, client number, Client ID)
First Name & Last Name - Use ONE of the following:
• Separate columns: First Name and Last Name
• Combined column: Client (supports "Last, First" or "First Last" format)
• Combined column: Name (supports "First Last" format)
Note:
Phone and DOB are now optional. The system will process uploads even if these fields are missing.
Optional Columns
Email (or e-mail, email address, e_mail)
Phone (or phone_number, telephone, tel, mobile, cell) - Optional
DOB (or dob, date of birth, birthdate, birth date) - YYYY-MM-DD format - Optional
Middle Name (or middle_name, middlename, mname)
Preferred Name (or preferred_name, preferredname, nickname)
Alias/Last Name at Birth (or alias, maiden name)
Age
Gender (or sex) - defaults to "Unknown"
Gender Identity (or gender_identity, genderidentity)
Pronoun (or pronouns, preferred pronoun)
Marital Status (or marital_status, maritalstatus)
Citizenship Status (or citizenship_status, citizenship)
Location/County (or location/county, location, county)
Province (or state)
City (or town)
Postal Code (or postal_code, zip, zip code)
Address (or street address, street)
Address 2 (or address_2, address2, apt, apartment, suite)
Language & Identity Columns
Language (or language, languages) - comma-separated
Preferred Language (or preferred_language, preferredlanguage)
Mother Tongue (or mother_tongue, mothertongue, native language)
Official Language (or official_language, officiallanguage)
Language Interpreter Required (or interpreter required, interpreter)
Self-Identification as Race/Ethnicity (or race/ethnicity, race ethnicity)
Ethnicity (or ethnic background) - comma-separated
Aboriginal Status (or aboriginal_status, indigenous status, indigenous)
LGBTQ+? (or lgbtq, lgbtq+, sexual orientation)
Highest Level of Education (or education level, education)
Children Home (or children_home, childrenhome, has children)
Children Number (or children_number, childrennumber, number of children)
LHIN (or local health integration network)
Contact & Medical Columns
Phone (Work) (or phone_work, work phone, workphone)
Phone (Alt) (or phone_alt, alternative phone, alt phone)
Permission to Phone (or permission_to_phone, phone permission) - true/false/yes/no/1/0
Permission to Email (or permission_to_email, email permission) - true/false/yes/no/1/0
Medical Conditions (or medical_conditions, health conditions)
Primary Diagnosis (or primary_diagnosis, diagnosis)
Family Doctor (or family_doctor, doctor, physician)
HC (or health_card, health card number)
HC Version (or health_card_version, health card version)
HC Exp Date (or health_card_exp_date, health card expiry)
HC Issuing Province (or health_card_issuing_province)
No HC Reason (or no_health_card_reason)
Next of Kin (or next_of_kin, kin) - simple text
Emergency Contact (or emergency_contact, emergency) - simple text
Comments (or notes, remarks)
Chart Number (or chart_number, chart)
Program Enrollment Columns
Program (or program_name, program name, programname)
Sub-program (or sub_program, subprogram, sub program)
Worker / Support Worker(s) (or support_workers, supportworkers, workers) - comma-separated
Level of Support (or level_of_support, levelofsupport, support level)
Client Type (or client_type, clienttype, type)
Admission Date (or admission_date, admissiondate, start date, enrollment date)
Discharge Date (or discharge_date, dischargedate, end date, exit date)
Days Elapsed (or days_elapsed, dayselapsed, days since admission)
Program Status (or program_status, programstatus, status)
Reason (for Discharge/Program Status) (or reason_discharge, discharge reason, reason)
Receiving Services (or receiving_services, receivingservices, active) - true/false/yes/no/1/0
Referral Source (or referral_source, referralsource, source)
Important Notes
Key Points:
- • UPDATE FUNCTIONALITY: If Client ID matches existing client, the record will be updated instead of creating a duplicate
- • Only 3 items are required: Client ID, First Name, and Last Name (case-insensitive)
- • Names can come from: Separate "First Name"/"Last Name" columns OR a "Client" column with "Last, First" or "First Last" format
- • Client ID is required for all uploads (both new clients and updates)
- • Phone and DOB are optional - uploads will process without them
- • All column names are case-insensitive - use any variation shown in parentheses
- • Missing Gender will default to "Unknown"
- • Email is optional - can be included or omitted
- • Permission fields accept: true/false/yes/no/1/0 (case insensitive)
- • Comma-separated fields: Language, Ethnicity, Support Workers
- • Date format: YYYY-MM-DD for all date fields
- • Program enrollment fields create automatic enrollments when included
- • All other fields are optional and can be added later