Client import

When you are a new client, or if you need to move existing clients from one Zooza account to another, the Client Import feature can save you time.

Important: Before starting the import, make sure the required programmes and classes are already created in Zooza. Clients can only be imported into existing classes.

Data preparation

1. Download the spreadsheet provided in this article.
2. Fill in all required fields as shown below

Column name	Value	Note	Required
Full name	James Smith	For programmes where the attendee is different from the client (e.g., a child), enter the attendee’s name here.	Y
First name	John	First name of client	Y
Last name	Smith	Last name of client	Y
Phone	00421377	Use the format starting with 00 instead of + (e.g., 00421...).	Y
Email	jane.doe@example.com		Y
Date of Birth	YYYY-MM-DD	Use this date format exactly.	N
Class	name of required class	Must match the class name exactly as it appears in Zooza.	N

The table in Excel will look like this:

Important! To successfully import your data, save the spreadsheet in .csv format. Other Excel formats will not work.

Import to Zooza

1. In Zooza, go to the Clients tab in the menu and click Import.
2. Create a new import by clicking the Import button.
3. Upload the .csv file you prepared.
4. Map the spreadsheet headers to the corresponding Zooza fields (as shown in the example image) and click Continue.
5. If the classes already exist in Zooza, assign clients to the appropriate classes and click Continue.
6. Zooza will validate each row of your spreadsheet and notify you if any data is incorrectly formatted. You can then adjust your spreadsheet and re-import the file.

Notes:

1. If you do not assign a class, the client will be created in Zooza but no booking will be created.
2. You can perform a partial import from your spreadsheet to verify that you are importing the correct clients into the right classes.
3. Processing starts immediately after upload — there is no waiting period. You can track the real-time progress in the List of Imports.

Import statuses

Status	Meaning
Processing	Import is running. A progress bar shows how many rows have been processed.
Done	All rows were imported successfully.
Partial	Some rows had validation errors and were skipped. Valid rows were imported. Click Process to retry the skipped rows after fixing the source data.
Failed	The import worker encountered an error. Click Retry to re-dispatch the import.

If an import is stuck in Processing for more than a few minutes, use Retry to restart it.

Assigning imported clients to blocks

Blocks are assigned after the import, by hand. This is deliberate rather than a gap: imported clients usually arrive in a mix of payment states — some paid in full, some mid-plan, some owing — and putting them all into a block automatically would attach the wrong money to most of them.

For each imported registration:

1. Open it and assign the block on the Attendance tab.
2. Apply the payment plan that matches where that client actually is.

Two things make it faster:

• If most of a class shares the same terms, apply a payment plan in bulk from the class detail and then fix only the exceptions.
• Check attendance tracking is switched on for the class first. If it is off, there is no attendance tab to assign the block on.

A few dozen clients is an afternoon. If you are importing hundreds across many classes — a franchise coming on board, say — tell us the shape of it before you start; there may be a better route than doing it one at a time.