Bring clients, staff, medications, diary notes and care plans across from a CSV file instead of typing them in.
For managers
You can import five kinds of record: Clients, Staff, Medications, Diary Notes and Care Plans. The file must be a CSV. In Excel, use File, Save As and choose CSV. Most other care systems can export a CSV too.
Steps
- In the sidebar, open System and choose Data Import.
- Pick what you are importing and press its button, for example Import Clients.
- Press Click to choose a CSV file and choose your file.
- On Map your columns, check each Care App field is matched to the right column in your file. Care App matches what it can by itself. Use - ignore - for anything you do not want.
- When it says Ready to preview, press Preview.
- Check the first 5 rows look right. If not, press Back and change the matching.
- Press the Import button, which shows how many rows will be imported.
- Read the result. It tells you how many were imported, how many failed and how many were already in Care App. Open the lists to see which rows and why.
What each import needs
| Import | Must have |
|---|---|
| Clients | A name (full name, or first and last) and Date of Birth |
| Staff | Full Name and Email Address |
| Medications | Client Name, Medication Name and Start Date |
| Diary Notes | Client Name and Note Content |
| Care Plans | Client Name, Section Title and Section Content |
Good to know
- Import Clients first, then Medications, Diary Notes and Care Plans. Those match to clients by name.
- If two clients have the same name, rows for that name are not imported. Add those by hand to the right person.
- Dates can be written as 25/12/1940 or 1940-12-25.
- Records already in Care App are skipped, so running a client, medication or diary file twice will not create copies. Care plan rows are the exception: importing the same care plan file twice adds the sections again.
- Imported care plans arrive as a Draft. Check them, then set them to Active.
- A staff import creates logins with temporary passwords. Press Download credentials CSV afterwards and keep that file safe, then delete it once staff have signed in.
- Only the Management role can use Data Import.
- Not sure your file is right? Email it to hello@care-app.uk and we will check it before you import.
Still stuck? Email hello@care-app.uk and tell us which screen you were on. We aim to reply within a few hours.