If you have a large number of clients to add -- such as when migrating from another system or onboarding a new team -- you can import them all at once using a CSV file. This guide walks you through preparing your file, mapping columns, validating data, and completing the import. By the end, you'll have all your client profiles created in Voyagr without needing to enter each one manually.
Client Import Options
You have two options for importing your clients' information.
You can download our CSV file template, enter your clients' information, and then import the CSV file yourself.
Download our template by Clicking Here
You can send us your CSV file, and we will import your clients' data for you.
Before You Start
Prepare your client data in a CSV file
Include required fields: first name, last name, email
Steps to Import Clients
Click Clients in the left sidebar
Click Import in the top right corner (next to Invite Client)
Click "Click to Browse" or drag and drop your CSV file in the Upload a CSV File Section
Wait for the system to process the file. This could take a few minutes, depending on the file size. NOTE: Do not leave this screen or close the window until the file is done processing.
Once the file is done processing, you will see a Results of Import section with 1 of the following statuses:
There will be three result statuses:
Success: Shows the number of rows that were successfully imported.
Mismatch: This will show you the rows that need some adjustments to specific values before we can import them. You can go through each one, make the necessary updates, and import the row before moving on to the next one until they are all completed.
Error: Show the rows that errored and why there was an error. They will need to be fixed before resubmitting.
[Screenshot: Column mapping interface with dropdowns]
What happens next: Valid clients are created immediately. You'll see a summary showing how many clients were imported, how many had warnings, and how many failed.
CSV File Format
Required Columns
Your CSV must include these fields:
First name
Last name
Email
Optional Columns
You can also include:
Phone
Adresses
Passport information
Gender
Citizenship
Nationality
Date of birth (YYYY-MM-DD format)
Loyalty programs (5 maximum)
Work information
Validation Rules
Field | Validation |
Must be a valid format | |
Phone | Optional, but must be a valid international format if provided |
Status | Must be Active, Inactive, Prospect, or VIP |
Tips
Start with a small test - Import 5-10 clients first to verify your format
Check date formats - Use YYYY-MM-DD to avoid confusion between US and international formats
Common Issues
Problem | Solution |
"Invalid email format" errors | Check for missing @ symbols or extra spaces in email addresses |
"Duplicate email" errors | Remove duplicate rows in your CSV, or update the existing client instead |
All rows fail validation | Check that your CSV has column headers in the first row |
Wrong data in wrong fields | Review your column mapping - you may have mapped fields incorrectly |
Import button disabled | Fix all red error rows before you can import |
Special characters are not displaying correctly | Save your CSV with UTF-8 encoding |
After Importing
Once the import completes:
Check the Client List to verify that all clients appear
Open a few profiles to confirm data was imported correctly
Add any missing details (documents, loyalty programs, etc.) individually
What Gets Created
For each imported row, Voyagr creates:
A client profile with the mapped fields
What Doesn't Import
The bulk import does not import:
Documents or attachments
Interaction history
Emergency contacts
Health information
Family relationships
Add these details individually after importing the basic profiles.