Importing Your Data

We are able to assist with importing data into your Power Diary account. There are no charges associated with the import. We require the data to be in Excel or CSV format. We can also accept database backups in BAK format. You can upload your data to us directly via Setup > Data Import.

In this article:

What we can import

Depending on the format and the content of the data provided, we are typically able to import the following data into your account:

  • Client details
  • Appointments (client, personal and group)
  • Notes
  • Services
  • Products
  • Referrers
  • Referrals
  • Contacts
  • Third Parties (Billers)
  • Financial Information (in some circumstances - see below) 


Depending on where the data came from and what format it is in we may not be able to import all of the above. If this is the case we will contact you upon reviewing the data.

Appointment data must contain a clear link to the client for the appointments to be imported as client appointments. This is typically provided with a column containing the unique client ID, or else the clients full name related to the appointment. If there is no clear link to the client the data will be imported as personal appointments with the details of the appointment in the appointment title.

Frequently Asked Questions

How long will the import take?

The time frame will vary depending on what data is presented and on whether or not the data requires much formatting to meet the requirements for importing into our database. A simple import of clients may take only a few hours, but we typically quote up to 24 hours. More complex data that requires formatting and manipulation may take longer, and our import specialists will keep you updated as to their progress.

What format must my data be in?

We can accept data that is in a structured format such as Excel, CSV, Numbers or XML. We can accept database backups which come in BAK or DAT format, or Access databases.
If you have your data in a format other than this and you are unsure how to convert it into a suitable format, please don't hesitate to contact our support team who will be able to assist with determining whether the data can be converted, and if so can provide steps for how this can be done.
We can't accept data in HTML, iCal, or unstructured formats such as Word, PDF or image formats.

How do I send you my data?

You can upload your data for import by logging into your Power Diary account and through the Setup menu access 'Data Import'. You can then select several files, or drop several files in the upload tool to upload these to our import team. Once you have uploaded the files, you can add a Note which will be submitted with the data once you click 'Submit'. 
*If your data is too large to upload please contact the support team who will assist with alternative options for sharing the data with us.

Can you import financial information?

We can import invoices and payment information in some circumstances. This needs to be carefully planned and discussed as there can be complexities and differences within each system.
The financial history is complex and can involve many different elements such as discounts, write-offs, refunds, pre-payments, vouchers etc. These can be recorded in different ways depending on the system, and often the data that is exported out of the system may not tell the whole story. This can lead to information in Power Diary in turn not reflecting the correct history of events.
If we are not able to import financial data we advise that you set a particular date to start invoicing in Power Diary, and then as of that date record all financial activity in Power Diary. Any historical financial information should either be kept externally from your backups, or if you use an accounting system you can access the information through there. This gives a clear idea of what information has been recorded in Power Diary and what was recorded in the old system.

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