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Importing Clients

Watch the video or follow the steps below for step-by-step instructions on importing a client list into Stratus.

You may find that you've received a list of clients or prospects that has bad information, duplicate entries, or mislabeled columns. It may be easier to correct this in the list before you import it into Stratus. Remember, Stratus is a database - what you put in is what you get out!
  1. From the Stratus Utilities menu, choose Import Clients.

  2. The Client Import Wizard will launch.

  3. If you will be importing from a new data source (one that you haven't imported from before), choose the type of file you'll be importing from the following options:

    • Comma-Delimited Text File (.txt or .csv)

    • Excel Spreadsheet (.xls)

  4. To use an existing import template, select the third option and then choose the template from the drop-down list.

  5. Browse to the import file and click Open.

  6. Find each appropriate Stratus field in the right panel and drag and drop each one onto the corresponding column in the left panel.

    When you're done assigning the fields, click Next.

  7. Stratus can check for duplicates during the client import. Note: Stratus evaluates whether a record is a duplicate by using the settings on the Client page in Studio Preferences (see Checking for Duplicates). Each time you import clients, you can choose from the following options:

    • Do not check for duplicates

    • Do not import possible duplicates

    • Import possible duplicates but add to a client group

  8. Click Next.

  9. Choose any of the following options:

    • Automatically Assign Client Number - Use this option if you're not importing a pre-assigned client number for each client. See also: Setting up the Client Numbering System 

    • Assign Imported Clients to a Group - This option is strongly recommended! Use the suggested group name or replace it with your own.

      It is recommended that you place your new clients in a new group called something like "Import Sept 1." That way, if you discover something went wrong during the import (i.e., you forgot to import a field), you can delete the group of clients you just imported using the Delete a Group of Clients tool and then re-import them.

      If you have a list of clients or prospects in a text file or Excel spreadsheet that you want to import into different groups, you can create separate files for each group and import them separately. This makes assigning the group, high school, or lead source much easier.
    • Assign Lead Source to Imported Clients - Use this option if all the clients have the same lead source. See also: Using Lead Sources

    • Assign Client Status to Imported Clients - Choose this option if you want all the imported clients set to a certain status. Then choose a due date for follow up. See also: Using Client Statuses 

    • Save Import Template - If you think you might use the same import settings again in the future, check this option and give the template a name. This will save you from having to assign the fields again.

  10. Click Finish on the final page to complete the import.

See also

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