> For the complete documentation index, see [llms.txt](https://btwb.gitbook.io/btwb/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://btwb.gitbook.io/btwb/admin/clients/importing-clients.md). # Importing Clients This article covers bulk-adding clients with the Import Clients page — the CSV format, the data preview, and exactly what happens to each row. ### Overview When you're moving to BTWB from another system, **Import Clients** (**Actions → Import Clients** on the Clients page) creates your whole roster from one CSV file — optionally carrying over Stripe customers, saved payment methods, and each client's original "member since" date. ![Importing two clients from a CSV](https://283006627-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FZrefv5JliAQavbeRiIvd%2Fuploads%2Fgit-blob-8447989868c32707fdcf09635c7b19dbcca8687d%2Fimport-clients.gif?alt=media) *** ### Step-by-Step #### 1. **Prepare your CSV** The page lists the expected columns. **Required:** `client_email`, `client_first_name`, `client_last_name`, and `client_birthdate` (ISO format, e.g. `1992-04-18`). **Optional:** gender, phone, address fields, emergency contact, `client_stripe_customer_id`, `client_stripe_payment_method_id`, `client_member_since`, and `client_class_attendance_offset`. * `client_member_since` accepts a date (`YYYY-MM-DD`, read in your organization's timezone) or a full ISO 8601 datetime — use it to preserve tenure from your old system. * `client_class_attendance_offset` carries over a client's historical class-attendance count. * `client_gender` accepts `male` or `female`; a blank or any other value imports as **Male**. * `client_stripe_payment_method_id` only works together with the matching `client_stripe_customer_id` on the same row — the payment method must already belong to that Stripe customer. #### 2. **Upload and review the Data Preview** Drag the file onto the upload area (CSV only) and click **Upload File**. A validation pass rejects the whole file if any row is missing a required value or has an invalid `client_member_since` date. On success, the **Data Preview** lists every row — expand an entry to double-check personal details, address, Stripe IDs, and member-since before anything is created. * If your file has columns BTWB doesn't recognize, they're listed with a warning and you must tick **"I understand that these columns will not be imported"** before continuing. #### 3. **Decide about welcome emails** The **"Send Claim Account email to new btwb accounts"** checkbox is **off by default** — imported clients get no email unless you check it. Check it when you want brand-new members to receive the claim-account email (with a link to set their password) right away. #### 4. **Run the import** Click **Import N Entries**. If the same email appears on more than one row, the whole import stops here with an error listing the duplicates — fix the file and upload it again. Otherwise rows are processed one at a time with a live log, and the **Import Summary** shows **Successfully Imported / Skipped (Already Exists) / Failed** counts. Large files can take a few minutes — leave the page open. *** ### What Happens to Each Row * **Brand-new person** — a btwb account and client record are created, connected to your gym immediately (no invitation step). * **Existing btwb account, not yet your client** — they're added to your roster directly, and any details in your CSV update their profile. * **Already your client** — the row is **skipped** and counted under "Already Exists". * A `client_stripe_payment_method_id` becomes the client's default payment method, ready for selling memberships. *** ### Notes for Admins and Coaches * Importing is limited to **owners and full admins** — staff with the Clients permission can manage clients but not import them. * Imported clients skip the invitation handshake entirely — they appear as connected clients right away, unlike clients added via a link request. * Because existing clients are skipped, it's safe to re-run a corrected file after a partial failure: already-imported rows just count as "Already Exists". --- # Agent Instructions This documentation is published with GitBook. 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