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Importing Your Existing Clients

CSV import for your existing clients — map columns to Spatiko fields, and match by email or legacy ID so re-imports never create duplicates.

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Switching from another system? You don’t have to re-enter every client by hand. Spatiko can import your client list from a CSV file, so your agents and their contact details are ready to go from day one.

What you can import

Right now, import covers client records only — names, contact details, and notes. Past orders, bookings, or invoices aren’t part of the import; those you’ll build up as you book new work in Spatiko.

Access requires business-settings permission. That’s the owner by default, or an admin if you’ve granted them access.

Fields Spatiko can read

Your CSV can map columns to these fields:

  • First name and last name, or a single full name column if your source doesn’t split them
  • Company/brokerage name
  • Email — required, and used to detect existing clients
  • Phone — automatically parsed into international format
  • Notes
  • An optional external/legacy ID from your old system

That external ID is worth including if you have it: it lets you re-import the same file later (say, after cleaning it up) and have Spatiko update those same clients instead of creating duplicates.

Mapping and limits

When you upload a CSV, Spatiko automatically suggests which column maps to which field, based on common header names like “Customer Name,” “Mobile,” or “Brokerage.” Review the suggested mapping and adjust it before importing.

After uploading, Spatiko auto-suggests a field for every column. A lower-confidence guess — like a 'Primary Mail' column matched to Email — is flagged Verify so you double-check it before importing.

A single file is capped at 25,000 rows — a per-file technical limit, not something tied to your plan.

Handling errors

Each row is validated before import. A row gets flagged as an error — without stopping the rest of the import — if it has:

  • A missing or invalid email
  • An unparseable phone number
  • A duplicate email within the same file
  • A field that’s too long

You can download a CSV report of the flagged rows (up to the first 200 in a file), fix them, and re-import just those.

Before importing, Spatiko shows how many rows are ready and how many will be skipped, plus a preview of the matched clients — flagged rows can be downloaded as a report to fix and re-import.

How matching works

Spatiko matches each row against your existing clients first by external ID, then by email.

  • Match found: Spatiko only fills in gaps — for example, adding a phone number that was missing. It never overwrites information you’ve already entered or edited in Spatiko. This is a one-time backfill, not a live sync.
  • No match: Spatiko creates a new client record.
A matched row only fills in what's missing — here, a phone number — and leaves existing details untouched. A row with no match creates a brand-new client record instead.

For more on what a client record holds day to day, see client records.

One import at a time

Only one import can run per business. If you need to start another, wait for the current one to finish — or for a stalled import to time out.

Undoing an import

You can undo a completed import within 48 hours. Undo only removes client records that import created and that still have no orders, invoices, payments, or account activity attached. Anything you’ve since booked or billed against an imported client is kept safe, even if you undo.

Where to go next

Once your clients are in, connect the rest of your workflow — see connecting your tools — or, if you’re just getting set up, start with onboarding.