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Reviewing and resubmitting the client data template

Nadya
Updated

This article explains how to fix errors in a client data template and resubmit it so your client profiles can be created in SimplePractice. 

Note: This article is part of a series on transferring client data from another EHR. To learn about using documentation templates within SimplePractice, see Using pre-built templates and your template library.

If our team has already confirmed that client profiles were created in your account, you can skip this article. If you'd like to share intake documents with imported clients, see: Sending intake documents to imported clients.

Below, we’ll cover:

Reviewing your template for format errors

You’ll see a format error if the structure of the template was changed before submission. This includes adding, removing, and renaming columns, or entering text outside of the table. When this happens, you’ll be prompted to use the original template format.

Transfer client list modal showing a “Use original template format and try again” error message with a file upload area labeled “Choose file or drag and drop file” for XLSX, ODS, or CSV files.

To resolve a format error, you can:

  1. Redownload the client data template
  2. Leave the columns unchanged
  3. Re-enter your client data under the correct columns
  4. Upload the corrected template file and select Submit

Addressing client data errors in your template

If the template format is correct, but there are errors in the client data, you’ll see a summary that lists each issue and where it occurs.

Transfer client list modal showing instructions to correct and reupload client data along with a summary indicating one client is missing a last name and a primary clinician.

Common client data errors include the following:

Type of error Associated errors
Client name
  • Missing first name
  • Missing last name
Client’s email address
  • Missing email
  • Email contains extra spaces
  • Email is missing an "@" symbol
  • Email format is invalid
  • Email is missing the username
    • The username refers to everything before the @ symbol in an email address
  • Email is missing the domain name
    • The domain name refers to everything after the @ symbol in an email address
Phone number
  • Missing phone number
  • Phone number must be 10 digits 
Primary clinician
  • Missing primary clinician
  • Primary clinician names must match team member names exactly 
    • This means that the primary clinician name should appear as listed in the SimplePractice account
Other columns
  • Missing email consent
  • Missing Yes or No for client active status
    • If all clients are marked as No or left blank for the Active* (Yes/No) column, you’ll see a message to Make sure at least one client has Yes for their active status
Duplicate clients
  • Client already exists. To avoid duplicate client profiles, delete this client from the template
  • Duplicate emails found

After correcting these client data errors in your template:

  1. Upload the corrected template file
Transfer client list modal showing a “Correct errors and reupload” message with a blue arrow pointing to the “Choose file or drag and drop file” upload area for XLSX, ODS, or CSV files.
  1. Click Submit

If the errors still appear after resubmitting the template, you can click Submit with errors. Our team will review the file and reach out for further assistance.

Resubmitting your template while working with our team

If you previously submitted a template with errors, our team may send specific recommendations on correcting the template. Once you’ve made changes, you can resubmit the template:

  1. Navigate to the Clients page
  2. Click reupload
Reupload link in Clients tab
  1. Check I’m working with a SimplePractice transfer team member and click Confirm
Confirm button in "Are you ready to reupload your client data" popup
  1. Upload the corrected template file
  2. Select Submit

Once your template is confirmed free of errors, our team will import the client profiles and notify you when the process is complete. 

Next steps

After client profiles are set up in the new account, intake documents can be sent to imported clients. For more information, see: Sending intake documents to imported clients.

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