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Importing Clients

A step-by-step walkthrough for importing clients

The quickest way to get your client into Engager is to use the client import tool in the settings.

In this video we look at how to use the Import tool.

Our number one top tip is to make sure all your data is on the import template before you import it to prevent risks of import errors. If you're unable to import all clients at once, the import page recommends starting with the clients listed on the 'Individual or Sole Trader' sheet, then proceeding with the other client types afterwards, so that contact links are established correctly.

Following these steps is going to be crucial to you and getting everything firing on all cylinders. You’ve set the foundations, now let’s get your clients in and using Engager for the first time. 

Quick heads up: DO NOT PANIC. If you’ve already jumped AHEAD of the 10 steps and got your automated emails set up (see Setting Up Automated Emails / Global Auto Reminders), the system will not randomly fire out 100s of email reminders to your clients once they’ve been imported.

PRE-CHECKS *please please please read*

To have the smoothest possible import experience, please ensure you note the following. This is based on experiences from existing customers:

  • Company Number for LTDs / Charities: make sure you include this in your import. For Limited Company, the import form now treats Company number as a mandatory field: it's ticked, greyed out and marked with a red asterisk. If you do import without the company number, the Companies House function and sync will not work. 
  • Duplicate Emails: If you have a duplicate email in the LTD section AND the Directors / Individuals name, please remove from the LTD. The system will reject use of a duplicate email however, we try to match and link the details anyway so it's not an issue. Clients that share the same primary contact first name, surname and email address are linked automatically.
    • Shared emails: it's better to remove these and correct once the data is in Engager. You can do this with 'related individuals' and 'related businesses'.
  • Mirror Image, the biggie: do not Import your data if you have skipped the getting started guide!
    The simplest way to think of the import is that your Engager account must match your previous system. We don't know the name of your checklists or what's included, we don't know your staff or what steps you're currently on in your Year End stage. We might not even have a Home (field) for your new data to land, so don't do it. Don't jump ahead, as you'll be frustrated when things don't go smoothly. 

Ready?

We’ve created a Client List for you to use as a template. It shows exactly what we’re looking for and what CAN actually be imported, so let’s begin.

We've expanded on what can now be imported so you'll see that you can now bring through Services, Custom Fields and built-in drop-down options, super handy!

The import only creates new records. It can't be used to update clients that are already in Engager.

  1. Head to Settings and, under Client data, select Import clients. On Import clients from an Excel file, under Step 1: Generate your import file, select Generate import form.
    Client data settings menu with Import clients highlighted as step 1
    Import clients page with the Generate import form button highlighted as step 1, above Step 2: Add your data and upload the import file
  2. In Import File Creation, set each client type you want to import to include. Every type (Limited Company, Individual or Sole Trader, Partnership, Limited Liability Partnership, Charity and Trust) is set to exclude at first.
  3. Start selecting which fields are important to you to move over into Engager. If you select the chevrons, you'll see even more detail that will be included on your Excel sheet to import on over. Mandatory fields are already ticked, greyed out and marked with a red asterisk (*).
    Import File Creation with Individual or Sole Trader set to include highlighted as step 2, the expanded Client Info group highlighted as step 3 with Status, Title, First Name, Surname and Email address ticked, and the Generate button highlighted
  4. Select Generate. Your import file (Blank Clients Form.xlsx) downloads straight away. Once you've generated the Import Form, you'll see every item that you've chosen to move into Engager. We've colour coded essential, mandatory fields in RED to make it easier and more obvious for you to use.
  5. Enter your client data into the import file. We've also included handy drop downs for you to use, for example in the Status (Active / Archived / Prospect) column.
    Generated import file with columns Status, Title, First Name, Surname and Email address, the mandatory First Name and Surname headers in red, and two demo clients filled in
  6. Under Step 2: Add your data and upload the import file, select Choose file and pick your completed file. The page reads it straight away.
    Step 2 of the import page with the Choose file control highlighted as step 6
  7. Under Step 3: Review data to import, check for the Success: message, then review the table for each client type, including its Remarks column.
    Step 3 Review data to import with the Success notice highlighted as step 7 above two Individual or Sole Trader rows ready to import
  8. Under Step 4: Save data, select Save data. When you see Data imported successfully, select Browse clients to see your new clients.
    Data imported successfully notice highlighted as step 8, with the Browse clients button

Please note that we are mirroring your Engager account set up at this stage, so if you have a vast number of fields / phases and jobs assigned to etc, it's all going to appear in your Import Form ready to be updated. 

We've worked on the Import tool so that you can import your clients, the custom fields, the workflows, the service details and deadline, everything for you to hit the ground running with your new Engager account.

So, spend a bit of time with the Import tool, as it will save hours overall and make for a much smoother experience.

If you miss any services off of the import, don't worry, we can get these turned on in the Bulk Edit tool.

VITAL INFORMATION BEFORE IMPORTING

  • Ensure that the company number is included on the import, otherwise you will need to manually sync your records to Companies House. 

Bulk Enabling

Imported clients don't get your practice's auto-enabled default services, as a client added by hand does.

Realistically for your LTDs, you’re going to be doing Year End, CS01, VAT and Self Assessments, so let’s get these enabled asap.

So, let’s start with the Year End service.

  1. In the Client screen, filter to the LTDs: select filters and, under Client info, select Type.
    Clients list with the filters button highlighted and the filter panel open, with Type under Client info highlighted as step 1
  2. Select Limited Company and apply with the tick button, which will then filter just your Limited Company clients.
    Type filter with Limited Company ticked and highlighted as step 2
  3. Select all the filtered clients with the checkbox at the top of the list.
    Filtered clients list with the select-all checkbox in the header highlighted as step 3
  4. Select bulk actions > Edit client or service data.
    Bulk actions menu open with Edit client or service data highlighted as step 4
  5. In Bulk editing, set Choose entity type: to Service, then set Service to edit: to Limited Company Accounts.
  6. Set Form field: to Enabled / On hold / Disabled and Set new value: to enabled. The note under Service to edit: says the edit will not be made if the service is not enabled for a client, but that doesn't apply here: switching a service on works for clients who don't have it yet, including newly imported clients.
  7. Select Submit.
    Bulk editing form with Choose entity type set to Service highlighted as step 5, Form field Enabled / On hold / Disabled with Set new value enabled highlighted as step 6, and Submit highlighted as step 7
    When the progress bar reaches 100%, you'll see how many edits worked, for example Successful edits: 2 and Failures: 0, with a Success status for each client.
    Bulk editing result at 100% for two demo clients, with Successful edits: 2 and Failures: 0 highlighted and both clients marked Success

Set the due dates afterwards

Enabling a service doesn't set its due date, so the client's Next due date shows not set until you add one. When you choose enabled, the form may show this note: "Due date for this service will not be set automatically after it's enabled to eliminate the risk of assuming incorrect values."

Bulk editing form for two demo clients enabling a service, with Set new value enabled highlighted and the note that the due date will not be set automatically after it's enabled

For Limited Company Accounts, the due date for this service, along with other information, is fetched from Companies House overnight and should then be saved under Settings > Companies House updates. If the due date is empty in Engager, its value from Companies House is saved automatically.

Once you've enabled your services, check the Next due date on your clients. Where it's still not set, set it with another bulk edit (choose the same service, then set Form field: to Due date) or on each client, so your jobs appear with the right deadlines.