CSV import lets you load client and staff data in bulk from spreadsheets instead of entering records one at a time. This is especially useful when you’re migrating from another system or from spreadsheets. Admin only.

Import types

When you start a new import, you’ll choose one of three types:

  • Current Clients — For clients who are already receiving services. They go straight into the Active stage. The template is streamlined: just client info, parent/guardian contacts, service type, and optionally insurance, region, and address.
  • Pipeline Clients — For clients still going through intake (inquiries, waitlist, assessment, etc.). You pick which stage each client is in. The template includes extra fields for referral source, availability, and how they heard about you.
  • Staff — For clinicians and support staff. Name, email, credential, employment type, and optionally hire date, certifications, and capacity hours.

How to run an import

  1. Go to Admin → Imports
  2. Pick your import type: Current Clients, Pipeline Clients, or Staff
  3. Download the CSV template — it comes with clear column names and an example row so you can see exactly what goes where
  4. Open it in Google Sheets or Excel, delete the example row, and fill in your data
  5. Save as CSV and upload (max 10MB)
  6. KeepSight checks every row in the background and refreshes automatically
  7. You’ll see three groups: Ready to Import, Have Errors, and Possible Duplicates
  8. Click Import to bring in the clean rows. Duplicates are skipped automatically.
  9. Check the results — failed rows show you exactly what went wrong
Tip
Start with 5-10 rows to make sure everything maps correctly before importing your full dataset.

Current Clients vs. Pipeline Clients

If someone is already getting services, use Current Clients. KeepSight puts them directly in the Active stage — you don’t need to specify a stage yourself. The template leaves out fields that don’t apply to active clients, like referral source and availability.

If someone is still in your intake process, use Pipeline Clients. You’ll need to pick a stage for each row (like “New Inquiries” or “Waitlist — In Home”). The template has extra columns for referral and availability info.

Important
For Current Client imports, in-home service types require a region. If you leave the Region column blank for an in-home client, that row will show an error telling you to add one.

What gets checked

Dates work in several formats (03/15/2018, 2018-03-15, etc.). Phone numbers just need to be 10 digits — dashes and formatting are stripped automatically. Codes like service type, region, and insurance need to match what’s set up in your admin settings. If something doesn’t match, the error message shows you the valid options.

Duplicates are caught by matching name + date of birth for clients, or email for staff — both against your existing records and against other rows in the same file.

What gets created for you

When you import clients, KeepSight automatically creates the household, contacts, and service enrollments. You don’t need to set those up separately.

Things to know

  • Each template includes an example row showing what the data should look like. Delete it before uploading your real data.
  • Error rows don’t block the rest of the import. Import the clean rows first, fix the errors in your spreadsheet, and re-upload.
  • If you’re coming from another system, you may need to map their column names to the template columns. The template headers are the source of truth.