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Importing Customers

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You can bring your customers in from a spreadsheet instead of typing them one at a time. Go to Customers ▸ Import, or access it via the Import icon in the navigation bar.

It works in four steps, and nothing is saved until the last one — so you can stop or go back at any point.

Before you start

If you are bringing in data from an old system, you might want to create some custom fields to store any values which do not have a home within MyHallWizard.

1. Choose a file

Drag your file in, or click to browse for it.

We accept:

  • Excel — .xlsx

  • OpenDocument — .ods (LibreOffice, OpenOffice)

  • CSV and tab-separated files, whatever separator or encoding they use

Up to 5,000 rows at a time.

If your workbook has more than one sheet, we will ask which one to use.

You can download a template spreadsheet here. Use this to add your data. Remember to delete row 2, which has guidance instructions, before importing.

2. Map your columns

We show you every column in your file and what we think it is. Change any of them, and set anything we did not recognise.

You do not have to rename your columns to match ours. If your spreadsheet says Organisation where we say Customer / group name, just point it at the right field here.

Customer / group name is the name of the group, club, business or family who book with you — not the person you speak to. That goes in Contact name. (If you also import bookings, note that a booking's Name means something different again: it is the name of the event.)

You also choose here what to do if a customer in your file is already in MyHallWizard:

  • Flag them so I can decide — the default. They are shown at the next step and nothing happens to them unless you say so.

  • Skip them and import only the new ones

  • Update them with the values in my file — this overwrites what you already have, so only choose it if your file is more up to date.

3. Check your data

This is the part that makes the difference. Every row is shown in a grid, with anything we could not understand highlighted.

  • Click a cell to see what is wrong with it, and type over it to put it right.

  • Where we recognise what you probably meant — a misspelt price list, say — we offer it as a button. One click and it is fixed.

  • Skip a row you do not want, and the rest will still import.

  • The counts at the top let you show only the rows that need attention.

Your corrections are saved as you make them. You can leave this page and come back to it later; the import will be waiting.

4. Import

Press Import. We will tell you how many customers were created.

If anything went wrong, the rows that failed are still there with the reason against them.

The columns we recognise

You can use any of these headings, in any order, and you do not need all of them. Anything we do not recognise you can map yourself at step 2.

Don't forget that if your old system stored information that is not in MyHallWizard, you can add this by configuring custom fields for your customer. Do this before you do the import.

Column

Notes

Customer / group name

Required. The group, club or business — not the contact person.

Contact name

Required.

Email

Checked the same way the customer form checks it.

Phone

Address Line 1, Address Line 2, Town, County, Postcode, Country

Country may be a name or a two-letter code.

Customer category

Must already exist in your categories.

Price list

Must already exist in your price lists. Left blank, they get your standard rates.

Do not invoice

Yes/No.

Invoice contact name, Invoice email, Invoice phone, Invoice address line 1, Invoice address line 2, Invoice town, Invoice county, Invoice postcode, Invoice country

Used when billing goes somewhere else.

Comments

Your own custom fields

By their name or their identifier.

A file exported from MyHallWizard can be imported straight back in, with no mapping needed.

Undoing an import

Click on the Import icon in the navigation bar to see what you have imported.

An import can be undone for 30 days, which removes the customers it created. It is all or nothing: if any of them has been invoiced, edited, or had a booking made against them since the import, nothing is removed and we tell you which ones stopped it. That is deliberate — deleting a customer removes their bookings too, and we will not do that behind your back.