Importing Data Into Facility

Bringing hundreds—or even thousands—of clients, pets, and staff into Time To Pet Facility can feel overwhelming for companies with large data sets. The good news? We’re here to help! Our team is ready to assist with importing your existing data, including information from spreadsheets or other software systems you may already use.

This guide outlines the requirements for imports and walks you through the steps to prepare your data. We understand that the process can seem like a lot, but you’ve got this—and we’re here to support you every step of the way! Our best advice is to take it slow and move through each step carefully to avoid any issues. Since you know your data best, completing as much of the prep as you can will help things go smoothly. And remember, if you need guidance or assistance at any point, we’re just a message away!

What Can Be Imported?

We can import:

• Client and Pet Profiles
• Staff Profiles
• Vets

Is There A Cost?

Nope! Data imports are included as part of our support for both current clients and those on a free trial.

How Long Does It Take?

The time to complete your import depends on the condition of your data when we receive it. For the fastest turnaround, we recommend preparing and cleaning your data according to the steps outlined in this article.

• Prepped and cleaned data: Completed within 3 business days.
• Unprepared or uncleaned data: This may take up to 7 business days.

QuickBooks Online Users

Please let us know if you’re using QuickBooks Online (or plan to). Your data import may not follow the steps outlined below.

In-Home + Facility Customers

Do you have an In-Home account linked to your Facility account, and do you need the same clients uploaded to both accounts? If so, our development team will need to assist with your data import. Go ahead and follow the steps in this article to prep your data, then let us know, and we'll provide the next steps.

Mergers & Acquisitions

Merging data with another Time To Pet account? Check out our help doc on How To Transfer or Merge Your Time To Pet Account

Step One: Separate Your Data

Create separate files for each data category: Clients, Pets, Staff, and Vets. You can ignore any categories you do not need to import.

Step Two: Clean Up Your Data

• Remove Unnecessary Data: Delete any irrelevant or blank columns. Only keep the columns with the data you want imported.
• Combine First and Last Names: To be compatible with Time To Pet, first and last names should appear in one column (e.g., "John Smith").
• Split Addresses: To be compatible with Time To Pet, addresses should be split into separate columns for Address Line 1, Line 2, City, State, and Zip Code.
• Merge Related Information: If you have similar columns (e.g., "Do you want us to water any plants?" and "If yes, provide instructions"), combine them into one column. This reduces the number of fields you'll need to create in a later step and creates a more streamlined, enjoyable experience for you and your clients!
• Delete Old or Unneeded Data: Remove clients or pets that don’t need to be imported (e.g., duplicate clients or pets or clients that you don't want to be imported for whatever reason).
• One Row per Entity: Ensure there's only one row for each client, pet, staff member, and vet. If any entity has multiple rows, combine them into one. Similarly, if multiple entities are listed in one row, split them into multiple rows (e.g., multiple pets in one row should be split into their own rows).
• Format Dates: Use the MM/DD/YYYY format for pet birthdays to ensure compatibility.
• Check For Duplicates: Remove any duplicate entries for clients, pets, staff, or vets by combining them into a single row.

Step Three: Assign IDs & Confirm Columns

In your Clients file:

• Client_ID: If missing, create this column and populate it with client email addresses. If a client lacks an email, assign a unique code or number.
• Staff_ID: If you’re designating a preferred staff member for any client, add this column (if not already present) and populate it with the staff member's ID from your staff data sheet.
• Is Inactive?: If missing, add this column and fill it with "yes" for inactive clients or "no" for active clients.
• Minimum Required Columns: Client Name, Client_ID, and (if applicable) Staff_ID.

In your Pets file:

• Client_ID: If missing, add this column and populate it with the Client_ID for each pet’s owner from your Clients file.
• Vet_ID: If you’re designating a primary vet, add this column (if not present) and populate it with the vet’s ID from your vet data sheet.
• Minimum Required Columns: Pet Name, Client_ID, and (if applicable) Vet_ID.

In your Staff file:

• Staff_ID: If missing, add this column and populate it with staff email addresses.
• Limitations: The Staff file can only include columns that match built-in fields in staff profiles (viewable on the Edit My Info screen). Custom fields are not available. For unmatched data, combine it into one column for import into the "Admin Note" field.
• Minimum Required Columns: Staff Name, Email, and Staff_ID.

In your Vets file:

• Vet_ID: If missing, add this column and fill it with unique codes for each vet (e.g., "PCVH" for "Paws & Claws Veterinary Hospital").
• Limitations: Only columns matching the built-in fields in vet profiles are allowed (viewable under Clients > Vet List > New Vet). For unmatched data, combine it into one column to import into the "Notes" field.
• Minimum Required Columns: Vet Name and Vet_ID.

In your Keys file:

• Client_ID: Add this column (if missing) and fill it with the corresponding Client_ID from your Clients file.
• Staff_ID: Add this column (if missing) and populate it with the Staff_ID from your Staff file for the person currently holding the key, or fill it with "office" or "client" if the key is at the office or with the client.
• Limitations & Requirements: The Keys file must include only these three columns: Name/Code, Client_ID, and Staff_ID. No other fields should be added.

Step Four: Set Up Your Client and Pet Fields

If you haven't already, create matching fields in Time To Pet for each column in your Client and Pet spreadsheets in:

• Settings > Company Settings > Client Fields
• Settings > Company Settings > Pet Fields

For example, if your spreadsheet has a "Feeding Instructions" column, make sure a corresponding field is created in Time To Pet.

Step Five: Request Import Templates

Once your data is prepped, email us at support@timetopet.com for the templates. Let us know which categories you need templates for (Clients, Pets, Staff, or Vets).

Step Six: Paste Your Data Into The Templates

We’ll send you CSV templates that have column headers linking the data to your account. When adding your data, paste the columns from your source files into the correct template columns. Be sure not to edit or remove the first three header rows, as this helps match your data to the correct fields.

Step Seven: Submit Your Completed Templates

Once you’ve filled in the templates, save them and email them back to us. Our team will review and complete the import within three business days. If we need additional information, we’ll reach out.

Tips & Examples

Understanding the Template Headers

The templates include three header rows to help guide your data placement:

• Row 1 – Internal ID. Keeps data linked to the correct field in Time To Pet. Don’t edit the data in this row.

  

• Row 2 – Field Name & Type. Shows the name and type of field, helping you confirm where to paste each column.

  

• Row 3 – Field Group. Indicates the group for each field.

  

Adding Your Data

With the header rows in place, you’re ready to start adding your data! To keep things straightforward, we recommend copying and pasting one source column at a time into the templates. This approach helps ensure each piece of information is correctly aligned with the corresponding column.

After adding all your data, double-check that each column and row is correctly populated. Below are some sample data sheets for each data category to give you a quick reference. These examples are simplified, and your files will have more columns and rows than what is shown here.

Clients

Pets

Staff

Vets

Keys