Bulk Import Clients from Spreadsheet

There are 4 steps to the client import process:

1. Complete custom client information fields

2. Export client spreadsheet from Hi Rasmus

3. Fill out spreadsheet will all client information

4. Import spreadsheet into Hi Rasmus

1. Complete custom client information fields

Why this is an important first step: Once a client is in Hi Rasmus, the information cannot be updated via this import process. The system blocks duplicate imports. Any additional information will need to be entered manually in Hi Rasmus. 

Some basic client information and demographic fields come pre-set in Hi Rasmus (Address, Phone, DOB, etc), but organizations can also add Custom Client Information Fields to capture additional information. These may be necessary for notes, forms, or reports. See more information here.

Once you have completed all custom client information fields you want to import, move to step 2

2. Export client spreadsheet from Hi Rasmus

To export the client spreadsheet in the correct format: 

1. Navigate to [clients] on the left side menu
2. Click the [gear icon] in the top right corner of the client list
3. Select all fields you want to include on the export
   1. First Name, Last Name, and Date of Birth are all required fields on the import
   2. Age is auto-populated based on birth date, so does not need to be included
      
4. Select [submit]
5. Select the [export] button to download as a spreadsheet

3. Fill out spreadsheet will all client information

Using this exported spreadsheet, fill in all known client information

Important Notes:

1. First Name, Last Name, and Date of Birth fields are required.
2. Additional columns can be added. To import, the column header should match the name of an information field in Hi Rasmus. If there isn't a corresponding field, the system will prompt you to map the fields
3. For best results, format the Date of Birth column in excel to be a "date" format type. The default export is "automatic" and may cause errors on import
4. Duplicate clients will not be imported. These are clients with exact match to first name, last name, and date of birth.

Considerations for specific custom client information field types:

• Date - all date columns should be formatted as dates in excel
• Selection - values on import sheet must exactly match values in information field. Multiple values can be imported with a comma separated list. Example "ASD, ADHD"
  • Tip: if errors are occuring in this field, check your client information fields. It is possible an extra space is present at the end of the word. Try deleting the option and typing again
• User - the user must have an active account in Hi Rasmus to import. They need to have accepted the invite. This field will match the "User Name (Display Name)" field. 

Validation Rules for standard Hi Rasmus fields:

4. Import spreadsheet into Hi Rasmus

Once the spreadsheet is completed:

1. Save in .xlsx or .csv format

2. Navigate to the [clients] tab on the left side menu in Hi Rasmus
3. Click [Bulk Import Clients]
4. Select your file
5. If any column headers in your spreadsheet are not an exact match, you can choose to map the column to an existing field.
   
6. Resolve any warnings or errors. Warnings (orange triangle) will not block import. Errors (red circle) will block import. 
   1. Errors will present with a description of the error, as well as the location of the error in the spreadsheet. These must be resolved in the sheet and re-uploaded
   2. Some common errors: 
      1. Missing Required Fields (first name, last name, date of birth)
      2. Invalid date format - update excel column format 
      3. No matching value found - in a selection field, the corresponding value is not present in the field
      4. Duplicate client
   
   
7. Once all errors have been resolved, press [import clients]