How to Import Your Data into Pabau 2

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How to Manage Imports

Step 1: Navigate to Setup

Start by logging into your Pabau account using your login credentials. Then, navigate to the "Setup" button located at the bottom of the left sidebar menu to access the Setup page.

Step 2: Access Import Page

Navigate to the Business section and click to expand the "Data" tab. This action will reveal the "Import" sub-tab. Click to access the Import page.

Step 3: Manage Imports

At the top right corner of the Import page, you’ll find a Tools dropdown button that provides quick access to essential data management utilities. This helps streamline your workflow by grouping important tools in one easy-to-find place. When you click the Tools button, you’ll see four options:

• Flush Data
  Allows you to clear or reset certain datasets. 

• GP Migrator
  A specialized migration tool to help transfer General Practitioner (GP) data smoothly. 

• Client ID Tool
  A tool to assist with managing client identification data. 

• Document Tool
  Enables you to manage documents related to your imports. 

All tools open in a new browser tab so you can keep your current import workflow uninterrupted.

You can start by selecting the software or system you’re importing from on the "Migrate your data" option. This ensures Pabau can automatically match the correct fields and settings for that platform.

From the Import page, you can select whether you want to import data from files (like csv, .xlsx, or .xls) or use the Data Cleanse tool to clean and import existing data.

• Import from files: Upload data directly from your spreadsheets.

• Data Cleanse: Use Pabau’s tool to clean and prepare your data before importing.

  

Once you’ve chosen your method, proceed to select the source system and the type of data you want to import — such as Clients, Leads, or other supported records.

 

How to Import Client Data

When you select the "Clients" option on the Import page, you'll see a range of import options tailored to your needs — such as contacts, appointments, notes, communications, payments, attachments, activities, forms, GP relationships, and prescriptions. To import your client list, select the "Contacts" option.

You’ll be prompted to upload your client data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

After uploading, click the "Next" button in the top right corner to proceed to map the columns from your file to the corresponding fields in Pabau.  

Ensure you initially select the date format at the top left corner of the screen. Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import client data into your Pabau account.

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How to Import Appointments

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Appointments."

 

You’ll be prompted to upload your appointment data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing appointments into Pabau, you’ll need to complete a few settings at the top left corner of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your appointment dates correctly.

• Import Only Future Appointments – Decide whether to import all appointments (past and future) or only upcoming ones.

• Template – Choose a saved import template if you’ve mapped your appointment fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your appointments into your Pabau account.

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How to Import Bookouts

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Bookouts."

You’ll be prompted to upload your bookout data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing bookouts into Pabau, you’ll need to complete a few settings at the top left corner of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your bookout dates correctly.

• Import Only Future Appointments – Decide whether to import all bookouts (past and future) or only upcoming ones.

• Template – Choose a saved import template if you’ve mapped your bookout fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your bookouts into your Pabau account.

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How to Import Prescriptions

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Prescriptions."

You’ll be prompted to upload your prescription data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing prescriptions into Pabau, you’ll need to complete a few settings at the top left corner of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your prescription dates correctly.

• Choose Prescription Form – Pick the prescription form that the imported data should be linked to in Pabau.

• Template – Choose a saved import template if you’ve mapped your prescription fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your prescriptions into your Pabau account.

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How to Import Client Notes

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Notes."

You’ll be prompted to upload your client notes data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing client notes into Pabau, you’ll need to complete a couple of settings at the top left corner of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your note dates correctly.

• Template – Choose a saved import template if you’ve mapped your note fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your client notes into your Pabau account.

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How to Import Client Communications

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Communications."

You’ll be prompted to upload your communications data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing communications into Pabau, you’ll need to complete a couple of settings at the top of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your communication dates correctly.

• Template – Choose a saved import template if you’ve mapped your communication fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your communications into your Pabau account.

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How to Import Client Forms

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Forms."

You’ll be prompted to upload your form data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing forms into Pabau, you’ll need to complete a few settings at the top of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your form dates correctly.

• Form Type – Choose the type of form you are importing to ensure the data is linked correctly in Pabau.

• Template – Choose a saved import template if you’ve mapped your form fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your client forms into your Pabau account.

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How to Import Activities

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Activities."

You’ll be prompted to upload your activities data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing activities into Pabau, you’ll need to complete a few settings at the top of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your activity dates correctly.

• Template – Choose a saved import template if you’ve mapped your activity fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your activities into your Pabau account.

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How to Import Attachments

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Attachments."

You’ll be prompted to upload your attachments data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing attachments into Pabau, you’ll need to complete a few settings at the top of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your attachment dates correctly.

• Template – Choose a saved import template if you’ve mapped your attachment fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your attachments into your Pabau account.

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How to Import Invoices

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Invoices."

You’ll be prompted to upload your invoices data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing invoices into Pabau, you’ll need to complete a few settings at the top of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your invoice dates correctly.

• Template – Choose a saved import template if you’ve mapped your invoice fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your invoices into your Pabau account.

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How to Import Payments

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Payments."

You’ll be prompted to upload your payments data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing payments into Pabau, you’ll need to complete a few settings at the top of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your payment dates correctly.

• Skip Duplicate Check – Use the dropdown to select "Yes" or "No." Choosing "Yes" will skip duplicate checks during the import, while "No" will ensure duplicates are identified and handled.

• Template – Choose a saved import template if you’ve mapped your payment fields before, or create a new mapping and save it for future use.

• Re-issue to Patient if Not Fully Paid – Tick this option if you want Pabau to automatically re-issue invoices to patients for payments that are not fully settled.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import your payments into your Pabau account.

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How to Import GP Relationships

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "GP Relationships."

You’ll be prompted to upload your GP relationships data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing GP relationships into Pabau, you’ll need to complete a few settings at the top of the page:

• Template – Choose a saved import template if you’ve mapped your GP relationship fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import GP relationships into your Pabau account.

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How to Import Client Cases

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Client Cases."

You’ll be prompted to upload your client cases data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing client cases into Pabau, you’ll need to complete the following setting at the top of the page:

• Template – Choose a saved import template if you’ve mapped your client case fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import client cases into your Pabau account.

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How to Import Client Packages

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Packages."

You’ll be prompted to upload your client packages data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing client packages into Pabau, you’ll need to complete the following setting at the top of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your package dates correctly.

• Template – Choose a saved import template if you’ve mapped your client package fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import client packages into your Pabau account.

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How to Import Client Account Balance

Under the "Clients" option on the Import page, you'll see a range of import options tailored to your needs, including "Account Balance."

You’ll be prompted to upload your client account balance data file in .csv, .xlsx, or .xls format, ensuring it matches the required template for a smooth import.

When importing client account balances into Pabau, you’ll need to complete a few settings at the top of the page:

• Template – Choose a saved import template if you’ve mapped your client account balance fields before, or create a new mapping and save it for future use.

Then, any fields that have the "Ignore" option selected are not mapped, so click the option, and a dropdown will show where you can select the corresponding field and map the data successfully.

Once mapping is complete, click the "Next" button at the top right corner, and the screen will show that the file has been imported successfully.

By following these steps, you can successfully import client account balances into your Pabau account.

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How to Import Team

When you select the “Team” option on the Import page, you’ll see two choices: Team and Schedules.

• Team allows you to import staff details such as names, roles, and contact information.

• Schedules lets you bring in staff availability and working hours. (Coming soon)

No matter which option you choose, the process is the same.

You’ll be prompted to upload your data file in .csv, .xlsx, or .xls format, making sure it follows the required template for a smooth import.

After uploading, click the “Next” button in the top right corner. You can select the appropriate template as well. 
To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

By following these steps, you can successfully import staff/users into your Pabau account.

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How to Import Leads 

Importing Leads and Communications will soon be available in Pabau. Here’s what to expect once the feature is live:

When you select the “Leads” option on the Import page, you’ll see two choices: Leads and Communications.

• Leads allows you to import lead details such as names, contact information, and lead sources.

• Communications lets you import any related interactions, like emails or notes tied to those leads. 

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How to Import Setup Data

When you select the “Setup” option on the Import page, you’ll see a range of import categories to help configure your clinic exactly how you need. These include:

• Services – import your treatments and service details.

• Packages – import bundled services or treatment plans.

• Products – import retail products, consumables, or medications.

• Locations – import details of your different clinics or branches.

• Marketing Sources – import lead or client acquisition sources (e.g., referrals, ads, campaigns).

• Rooms – import treatment or consultation rooms.

• Insurance – import insurance providers you work with.

• Price Lists – import predefined pricing structures.

• Issuing Companies – import companies that issue invoices or financial documents.

In this case, let's select the "Services" option.

Upload your data file in .csv, .xlsx, or .xls format. Make sure the file follows the required template for a smooth import. Click “Next” in the top-right corner to map the columns from your file to the corresponding fields in Pabau.

After the file is uploaded, ensure to select if the services will be sell only, book only or both.

To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

You’ll see a confirmation that the import was successful.

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How to Import Packages

When you select the “Setup” option on the Import page, you’ll see a range of import categories to help configure your clinic exactly how you need. Select "Packages" to proceed.

You will be prompted to upload your package data file in .csv, .xlsx, or .xls format. Make sure the file follows the required template for a smooth import.

Click “Next” in the top-right corner to map the columns from your file to the corresponding fields in Pabau.

Once the file is uploaded, you have the following options showing at the top left corner of the page:

• CSV Date Format – Select the date format used in your file (e.g., DD/MM/YYYY or MM/DD/YYYY) so that Pabau reads your package dates correctly.

• Template – Choose a saved import template if you’ve mapped your package fields before, or create a new mapping and save it for future use.

To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

By following these steps, you can successfully import packages into your Pabau account.

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How to Import Products

When you select the “Setup” option on the Import page, you’ll see a range of import categories to help configure your clinic exactly how you need. Select "Products" to proceed.

You will be prompted to upload your product data file in .csv, .xlsx, or .xls format. Make sure the file follows the required template for a smooth import.

Click “Next” in the top-right corner to map the columns from your file to the corresponding fields in Pabau.

Once the file is uploaded, you have the following option showing at the top left corner of the page:

• Template – Choose a saved import template if you’ve mapped your product fields before, or create a new mapping and save it for future use.

To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

By following these steps, you can successfully import products into your Pabau account.

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How to Import Locations

When you select the “Setup” option on the Import page, you’ll see a range of import categories to help configure your clinic exactly how you need. Select "Locations" to proceed.

You will be prompted to upload your location data file in .csv, .xlsx, or .xls format. Make sure the file follows the required template for a smooth import.

Click “Next” in the top-right corner to map the columns from your file to the corresponding fields in Pabau.

Once the file is uploaded, you have the following option showing at the top left corner of the page:

• Template – Choose a saved import template if you’ve mapped your location fields before, or create a new mapping and save it for future use.

To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

By following these steps, you can successfully import locations into your Pabau account.

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How to Import Marketing Sources

When you select the “Setup” option on the Import page, you’ll see a range of import categories to help configure your clinic exactly how you need. Select "Marketing Sources" to proceed.

You will be prompted to upload your marketing sources data file in .csv, .xlsx, or .xls format. Make sure the file follows the required template for a smooth import.

Click “Next” in the top-right corner to map the columns from your file to the corresponding fields in Pabau.

Once the file is uploaded, you have the following option showing at the top left corner of the page:

• Template – Choose a saved import template if you’ve mapped your marketing source fields before, or create a new mapping and save it for future use.

To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

By following these steps, you can successfully import marketing sources into your Pabau account.

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How to Import Rooms 

When you select the “Setup” option on the Import page, you’ll see a range of import categories to help configure your clinic exactly how you need. Select "Rooms" to proceed.

You will be prompted to upload your room data file in .csv, .xlsx, or .xls format. Make sure the file follows the required template for a smooth import.

Click “Next” in the top-right corner to map the columns from your file to the corresponding fields in Pabau.

Once the file is uploaded, you have the following option showing at the top left corner of the page:

• Template – Choose a saved import template if you’ve mapped your room fields before, or create a new mapping and save it for future use.

To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

By following these steps, you can successfully import rooms into your Pabau account.

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How to Import Insurance

When you select the “Setup” option on the Import page, you’ll see a range of import categories to help configure your clinic exactly how you need. Select "Insurance" to proceed.

You will be prompted to upload your insurance data file in .csv, .xlsx, or .xls format. Make sure the file follows the required template for a smooth import.

Click “Next” in the top-right corner to map the columns from your file to the corresponding fields in Pabau.

Once the file is uploaded, you have the following options showing at the top left corner of the page:

• Select Insurance/Company – Choose the insurance provider or company that corresponds to the data you are importing.

• Template – Choose a saved import template if you’ve mapped your insurance fields before, or create a new mapping and save it for future use.

To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

By following these steps, you can successfully import insurance into your Pabau account.

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How to Import Price Lists

When you select the “Setup” option on the Import page, you’ll see a range of import categories to help configure your clinic exactly how you need. Select "Price Lists" to proceed.

You will be prompted to upload your price list data file in .csv, .xlsx, or .xls format. Make sure the file follows the required template for a smooth import.

Click “Next” in the top-right corner to map the columns from your file to the corresponding fields in Pabau.

Once the file is uploaded, you have the following option showing at the top left corner of the page:

• Template – Choose a saved import template if you’ve mapped your price list fields before, or create a new mapping and save it for future use.

To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

By following these steps, you can successfully import price lists into your Pabau account.

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How to Import Issuing Companies

When you select the “Setup” option on the Import page, you’ll see a range of import categories to help configure your clinic exactly how you need. Select "Issuing Companies" to proceed.

You will be prompted to upload your issuing companies' data file in .csv, .xlsx, or .xls format. Make sure the file follows the required template for a smooth import.

Click “Next” in the top-right corner to map the columns from your file to the corresponding fields in Pabau.

Once the file is uploaded, you have the following option showing at the top left corner of the page:

• Template – Choose a saved import template if you’ve mapped your issuing company fields before, or create a new mapping and save it for future use.

To map the information correctly, click on any field marked as “Ignore.” From the dropdown, select the appropriate option. If you leave it as “Ignore,” the data in that column will not be imported.

Once mapping is complete, click "Next" at the top right corner, and the screen will confirm that your file has been successfully imported.

By following these steps, you can successfully import issuing companies into your Pabau account.

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