How can I import all my patients at once?

There are 2 ways to add patients into your SOAP Vault clinic in bulk.  

Below are the instructions for each method.

Method 1: Importing patients from a CSV (comma separated values) file.

You can import the basic contact details of a patient by using the patient importer.  Follow these steps:

  1. Login as the Admin or a Practitioner with patient editing permissions.
  2. Navigate to the Patients page.
  3. Click the dropdown next to Add Patient.
  4. Optionally, you can also request each patient to complete their full intake form by checking the Also send each patient an email requesting them to complete their intake form. checkbox.  This will email each patient individually.
  5. Click Import Patients.
  6. Follow the step-by-step instructions on the page to import patients via a CSV file.
  7. Once the import is complete, you will have 24 hours to bulk delete the patients if you uploaded incorrectly.

Note, if you would like to send only some patients the full intake form, then please perform 2 separate imports.

 

Method 2: Sending a Blank Intake Form link.

You can notify your patients to complete their intake form by sending them a Blank Intake Form link.  Once they complete this form, they will be added into your SOAP Vault patient list with all the intake form details.

  1. Login as an Admin.
  2. Click Settings.
  3. Click Intake Form
  4. On this page you will have access to a Blank Intake Form.  Click Link which will display the full URL of your clinic's Blank Intake Form link.
  5. Paste the URL in an email which can be sent to your patients.
  6. Send the email to all the patients you would like to have entered into SOAP Vault.
  7. Once the patient completes their intake form, it will automatically be placed in your account.

You can use this tool to import patients from other service providers.

Have more questions? Submit a request

12 Comments

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    Trisha Lewis

    Do you plan on integrating with Rosy Salon Software?

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    Support

    Sorry Trisha, at this time we do not have plans to integrate with Rosy Salon Software.

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    Jamie Damiani

    Do you plan to integrate with SpaBooker ?

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    Support

    At this time we do not have integration with SpaBooker.

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    Amber Davey

    Can't wait for the Mindbody integration! There are many requests for this service from MB users, however they have stated they currently have no plans to build this themselves. Do you have a timeline for integration yet? Many thanks

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    Rachel Sayers

    I would love integration with Booker (formerly Spabooker) the original question was is there a way to import our client list. Do you have plans to allow an excel import similar to your excel export?

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    Support

    We do have plans to include a patient import via spreadsheet function, however we don't have a timeline.

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    Anita Sparrow

    How do I export all of my files to my computer at once? Ive decided that I need to go back to pen and paper as I am not responsible enough with online charting...

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    Claire Feldkamp

    I've tried to import my clients twice today and so far nothing has worked - please can you advise me how long I will have to wait for the clients to appear? I can't test the software without all those details!

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    Lavanya Canjeevaram

    I uploaded CSV 1329 clients. Only 576 clients have been imported

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    Support

    Lavanya, we're looking into this with high priority, thanks for the heads up!

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    Bonnie Dittmer

    I am unable to upload 55 of my clients. They are in the same format as my other clients.

     

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