Importing people data to Udio

Udio has a People Import function which allows you to import your data from your existing software. Please note that Udio can only import contact and personal details only. And can use only the data supplied, so if the data in your existing system is lacking information, this will reflect on the quality of the import into Udio.

To do the import your data must be exported from the existing system and should be imported into spreadsheet application (Microsoft Excel, Google Sheets or Apple Numbers).

In general import process works like this:

●      Open your data in the spreadsheet.

●      Select all the columns and rows, including headers.

●      Copy this into clipboard.

●      Open Udio, Setting, at the bottom of the page “Import person data”.

●      Paste copied information in the top field.

●      Select relevant facility and billing group that will be applied to all the people in the import.

●      Clink “Confirm”.

●      Associate columns in your import with person detail in the Udio.

●      Click “Confirm” and wait for the email with the summary of the operation.

In practice import process can be tricky and usually takes several ‘passes’.

We recommend to test all or a part of import in the Sandbox environment. It is vey important to be sure about the process, because there is no mechanism to delete the imported people ‘in bulk’ once they were imported.

Import process ‘people matching’

To assign family members to the same billing account Udio uses contact details.

People with the same ‘email’, ‘phone’ or ‘street’ and ‘city’ details will be assigned to the same billing account.

There are two ‘gothas’ during the import process:

●      Two family members in the file and they do not have any contact information: they will be assigned to different billing accounts. As a workaround you can either not import those people or check and assign some contact details to them.

●      Sometimes staff members assign bogus contact details to the customers. For example email like ‘no@email.com’ or phone number of the facility. Those people may get combined in one ‘giant’ billing account. Udio has some protections against this, but these protections can’t work all the time. As as workaround person who is doing the import should check if some contact details are used too many times and update or delete those details before doing import.

Step-by-step Import Example

For example, we have this file with kids’ and parents’ information:

Step 1: Select the whole table and copy it (by using Edit / Copy menu in your app).

Now open in Udio Settings / Person import page and paste this as follows:

Optionally select Billing Group for those people and/or Preferred Facility (recommended). And click Confirm.

You will be presented with the screen that allows you to associate fields of the file with the person details in Udio.

Udio can only import one person per line of the original data. So to import parents and kids we will have to process the same file twice.

First we need process all the parents records and (starting from step 1) all the kids records.

Step 2 (Parents): Associate parent details with fields in Udio:

Step 2 (For Kids): (restart from Step 1)

Important! Select the same contact details as for the parent, but different person details. Like this:

If ‘Gender’ has been selected you will be presented with Gender association step:

After process have been completed you will receive the following email:

Troubleshooting

Sometimes your data will contain errors and Udio will issue the warning about those. You will have to fix the data before proceeding:

●      All emails should be of proper format and only one email per cell. If you have several emails you can create additional column ‘Email 1’, ‘Email 2’. And import all of them.

●      Date of birth will be checked for valid date ranges.

●      Every column in the import must have a header and they must be different. If you have several columns of the same name ‘Phone’ – rename those to ‘Phone 1’, ‘Phone 2’, etc.

●      If you are importing parents use filters in your spreadsheet app to include only rows with parents (if some kids do not have parent data in the export).