Overview
Use the import tool when you are moving client records into DanceFlow from another system or spreadsheet.
Importing helps you add many clients at once instead of creating each client manually.
Before you start
Make sure your CSV file is clean and easy to read. Each client should be on its own row.
Recommended columns:
- first_name
- last_name
- phone
- status
- is_independent_instructor
The most important fields are first name, last name, and email. If a client does not have an email address, they may not be able to use portal access until one is added.
Step 1: Open the import page
From your studio dashboard, go to:
Settings > Import
Step 2: Upload your CSV file
Choose the client import option.
Select your CSV file.
Choose the import mode.
Use Dry Run if you want to test the file first without adding clients.
Use Create or Update when you are ready to add or update client records.
Click Upload.
Step 3: Review the uploaded file
After the file uploads, find it in Recent Imports.
Click Review Clients File.
DanceFlow will check the file for common problems before importing.
Step 4: Fix any errors
If DanceFlow finds problems, review the error message and update your CSV.
Common issues include:
- Missing required fields
- Duplicate emails
- Invalid status values
- Incorrect column names
- Blank rows
- File saved in the wrong format
After fixing the CSV, upload it again and review it.
Step 5: Execute the import
Once the file review passes, open the review page.
Click Execute Import or Import Ready Rows.
DanceFlow will add the valid client records to your studio.
Step 6: Confirm the import
Go to Clients and confirm the new clients appear.
Check a few imported client records to make sure names, email addresses, phone numbers, and status values imported correctly.
Common troubleshooting
### The file uploads, but no clients appear
Uploading only creates an import batch. You still need to review and execute the import.
Go to Recent Imports, click Review Clients File, then open the review page and execute the import.
### The review says the CSV could not be reviewed
The system could not validate the file. This may happen if the file is missing expected columns, cannot be read, or has permission issues.
Make sure the file is a CSV, check that the column headers are correct, remove blank header columns, save the file again as CSV, and upload it again.
### Some rows imported, but others did not
DanceFlow imported valid rows and skipped or failed rows with problems.
Open the import review and check row-level errors. Correct the failed rows in the CSV, then upload a corrected file.
### Duplicate clients appear
The file may contain repeated emails, or the existing client did not match the imported row.
Use email addresses as the main identifier, remove duplicate rows from the CSV, and use Create or Update mode when updating existing client records.
### Independent instructor clients imported as regular clients
Depending on the current import mapping, independent instructor access may need to be confirmed after import.
After import, open the client record and confirm whether Independent Instructor access should be enabled. If needed, update the client manually and link portal access.
Best practices
- Run a dry run first.
- Start with a small test file before importing a large list.
- Keep a backup of your original CSV.
- Review imported clients before inviting them to the portal.
- Do not import old or unverified email addresses without checking them first.