How to import clients in Data Hub

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Use Settings / Data Hub to create or update clients from an Excel or CSV file. You can start from a blank template, export your existing clients, or upload a file from another system (for example MYOB AE). OnboardMe matches each row to an existing client by unique client code, or by exact name, surname and email, then lets you review and edit before you import.

Before you start

  • You need an Owner or Admin role. Data Hub sits under Settings.

  • Partner, Manager, In-charge and Office values in the file must match people and offices that already exist in OnboardMe.

  • Entity Type must match a type for your practice country (for example Individual or Company). Use the exact name shown in OnboardMe.

  • Row 1 of the spreadsheet must be column headers. Only the first worksheet is imported.

  • Accepted files: Excel (.xlsx or .xls) or CSV.

  • This import does not include client custom fields, contacts, or documents. Add those on the client record after import if needed.

Open Client Import

  1. Go to Settings / Data Hub.

  2. Stay on the Import tab.

  3. In the Clients import card, either download the template or click Open clients import.

You can also download the template from inside the import window.

Choose how to prepare your file

Option 1: Blank Excel template (new clients)

Click Download Excel template (or Download template (.xlsx) in the import window). Fill in one row per client. Keep the header names, or use a recognised alias (see the field guide below).

Option 2: Export existing clients, then edit (updates)

In the import window, click Export existing clients (.xlsx). This downloads every current client in the import format (file name like OnboardMe_Client_Import_Existing_YYYY-MM-DD.xlsx).

Edit the spreadsheet, then upload it back. Rows that still match an existing client will show as Update. Blank cells on an update do not wipe existing values. Only fields you fill in are applied.

If your practice has no clients yet, you will see "No clients found to export." Use the blank template instead.

Option 3: File from another system

Upload a CSV or Excel export from another product. OnboardMe maps common header names automatically (for example Email, Client Code, ABN). If a required column is missing, you will see a mapping warning before you can import.

Coming from MYOB AE? See Export / Import client data from MYOB AE for the export steps, then return here to import the file.

Upload the file

  1. Click Open clients import.

  2. Drop the file onto the upload area, or click to browse.

  3. Wait until you see that the rows have loaded. The window expands to a full-screen workspace so you can review the table.

The dropzone text is: "Drop a CSV or Excel client file here, or click to browse."

To start again, click Clear file.

How matching works (New vs Update vs Conflict)

Each row gets an Action badge. Hover the badge for a short explanation.

  • New: no existing client matches this row. Import will create a client.

  • Update: the row matches exactly one existing client. Import will update that client.

  • Conflict: matching is ambiguous. The row is not imported until you fix it.

Matching uses this order:

  1. Client code (Entity Code) if it is filled in. A unique code match wins.

  2. Otherwise, exact name + surname + email (not case sensitive). For companies, surname is often blank; a blank surname matches a blank surname.

A row is marked Conflict if:

  • More than one existing client shares the same code.

  • More than one existing client shares the same name, surname and email.

  • The code points to one client, and name/surname/email point to a different client.

To fix a conflict: change the code so it matches only one client (or leave the code blank for a new client), or make name, surname and email unique to one client.

Review and edit rows

After upload, use Preview and edit rows. You can change values in the table before importing. Postal address defaults to the physical address when postal columns are blank.

What you can edit in the table

The table shows (and lets you edit) entity type, name, surname, email, mobile, status, client code, external ID, and the main physical and postal address fields.

Other columns from the file are still imported even if they are not shown as table columns, including telephone, other name, tax numbers, ABN/VAT, registration number (ACN), and Tax Not Required. Partner, Manager, In-charge and Office come from the file names, or you can set them for every row using the bulk controls.

Filter and page the preview

Use the filter to focus on rows that need work:

  • All rows

  • Needs attention (not ready to import)

  • Conflicts only

  • New clients only

  • Updates only

  • Ready only

You can show 25, 50, or 100 rows per page. The # column is the spreadsheet row number (including the header row).

Counts under the table show how many rows are New, Updates, Conflicts, Ready, and Needs attention.

Bulk set Partner, Manager, In-charge and Office

Under Bulk set optional ownership fields:

  1. Choose a person or office from the list.

  2. Click Apply partner to all, Apply manager to all, Apply in-charge to all, or Apply office to all.

That value is applied to every loaded row. Use this when the spreadsheet has blank or inconsistent ownership names, or when you want one partner on the whole import.

Import ready rows

Only rows with no issues are imported. The footer shows how many rows are ready (for example "12 / 15 rows ready").

Choose the import scope:

  • All ready: import every ready New and Update row. The button is Import ready rows.

  • New only: import only ready New rows. Update rows are skipped. The button is Import new clients.

Conflict rows and rows with missing required fields are never imported, even if you choose All ready.

After the import finishes, an Import summary shows how many were inserted, updated, and failed.

Large files are sent in batches of 500 rows. You can stay on the screen until the summary appears.

What happens on insert vs update

New clients (insert)

  • A new client is created from the row.

  • If Client Status is blank, the client is created as Active.

  • If Tax Not Required is blank, it is treated as no (tax details are required).

  • Email is stored in lowercase.

Existing clients (update)

  • Filled fields replace the current values on that client.

  • Blank fields are left unchanged. Empty cells do not clear data already on the client.

  • The same postal-from-physical fallback applies if postal is still empty after the merge.

After insert or update, OnboardMe syncs connected practice tools (for example Xero Practice Manager or FYI, if those integrations are on) in the background. The import summary can appear before those syncs finish.

Template field guide

Required columns:

  • Entity Type (or Type / Client Type): exact type name from OnboardMe.

  • Entity Name (or Name / First Name / Client Name / Legal Name / Company Name).

  • Entity Email (or Email / Client Email / Primary Email).

Recommended identity columns:

  • Entity Surname (or Surname / Last Name / Family Name): use for individuals. Leave blank for most companies.

  • Entity Code (or Client Code / Code): unique practice code. Best way to match existing clients on later imports.

  • External System ID (or External ID / Source ID): optional ID from another system.

Status and tax:

  • Client Status (or Status): 0 = Lead, 1 = Active, 2 = Terminated.

  • Entity Tax Number (or Tax Number / TFN).

  • Tax Not Required: true/false, yes/no, or 1/0.

  • Entity Sales Tax Number (or Sales Tax Number / ABN / VAT Number).

  • Entity Registration Number (or Registration Number / ACN).

Contact and ownership:

  • Entity Telephone, Entity Mobile, Other Name.

  • Partner Name, Manager Name, InCharge Name: must match an existing user full name.

  • Office Name (or Office): must match an existing office name.

Addresses:

  • Physical: Physical Address 1 to 4, Physical City, Physical State, Physical Postcode, Physical Country.

  • Postal: Postal Address 1 to 4, Postal City, Postal State, Postal Postcode, Postal Country.

  • If postal columns are blank, postal is copied from physical.

Header names are not case sensitive. Spaces and underscores are ignored when matching (so "Entity Email" and "entityemail" both work). Common aliases such as Phone, Mobile, City, Postcode, and ABN are recognised.

Fix common issues

  • Missing required column mappings: the file has no Entity Type, Entity Name, or Entity Email column (or a recognised alias). Add or rename the header, then upload again.

  • Could not parse file: use Excel or CSV, put headers on row 1, and put data on the first sheet.

  • Missing entity type: the type name does not match your practice list. Pick the type in the preview dropdown, or correct the spreadsheet.

  • Partner / Manager / InCharge / Office was not found: the name does not match a user or office. Correct the spelling, or use Apply ... to all after upload.

  • Name matches multiple records: two users or offices share that name. Use a unique name, or apply the person/office from the bulk lists instead.

  • Conflict on Action: see matching rules above. Give the row a unique client code, or unique name/surname/email.

  • Updates skipped: you chose New only. Switch to All ready if you also want to update existing clients.

For questions or issues with a client import, contact OnboardMe support.

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