Data Export & Import

This guide explains where and how to export and import your data in Xolapp. It is for owners and admins who need to back up data, migrate, or bulk-update clients or appointments.

Xolapp lets you take your data with you at any time. You can export or import clients, appointments, earnings and invoices using CSV or Excel files.

Where to Export Data

• Clients: Dashboard → Clients → top right "Export" button
• Appointments: Dashboard → Appointments (List view) → "Export" button in the Filters card
• Earnings: Dashboard → Revenue & Invoices → Earnings tab → "Export CSV" button
• Invoices: Dashboard → Revenue & Invoices → Invoices tab → "Export CSV" button

Where to Import Data

• Clients: Dashboard → Clients → "Import" button next to Export
• Appointments: Dashboard → Appointments (List view) → "Import" button. This opens a two-step wizard: first you match service names and prices, then you import the appointment rows.
• Earnings & Invoices: Coming soon as guided bulk-import tools.

Supported File Formats

• File types: CSV (.csv) and Excel (.xlsx)
• Encoding: UTF-8 recommended
• Header row: First row must contain column headings
• Row limit: Up to 5,000 rows per import (extra rows are ignored with a warning)

Example CSV Formats

Clients

name,email,phone,address,abn_acn,tags
Jane Doe,jane@example.com,0400000000,"123 Main St, Sydney",123456789,"VIP,Regular"

Appointments

service_name,customer_name,customer_email,customer_phone,appointment_date,start_time,end_time,status,notes
Consultation,Jane Doe,jane@example.com,0400000000,2025-06-01,10:00,10:30,confirmed,"First-time visit"

Use the exact service names that appear in your Services list. During import you'll be asked to match each unique service name to an existing service or create a new one (with price and duration).

What Happens During Import

1. Upload file — You choose a CSV or Excel file.
2. Column mapping — Xolapp shows your columns and asks you to map them to system fields (e.g. "Client Name" → "Name"). Required fields are clearly marked.
3. Service matching (appointments only) — For appointment imports, you'll first see a Match services screen. Each unique service name from your file can be linked to an existing service, created as a new service (with price & duration), or ignored.
4. Validation — Each row is checked for missing required fields and basic format issues. Problem rows are skipped with an explanation.
5. Import — Valid rows are saved. Excel-style date/time values are automatically converted. You can watch progress and see how many rows succeeded or failed.

FAQ

What file types are supported?

CSV (.csv) and Excel (.xlsx). Other formats like .xls, .numbers or .pdf are not supported.

What if I have missing required columns?

Make sure required fields like Name and Email (for clients) are mapped to a column.

How should I format dates and times?

Use YYYY-MM-DD for dates and HH:mm or HH:mm:ss (24-hour) for times, or use native Excel date/time cells. Xolapp converts Excel serial date/time values automatically during appointment import.

What if my appointment import has unknown services?

If a service name is not matched to an existing or new service in the matching step, rows using that service cannot be imported. Use the wizard to either map the name to an existing service, create a new one with a valid price & duration, or mark it as ignored.

What is the row limit?

If your file has more than 5,000 rows, split it into smaller files and import them separately.

Frequently asked questions

Where do I export clients or appointments?

Clients: Go to Clients and use the Export button (top right). Appointments: Go to Appointments, switch to List view, and use the Export button in the filters area. Earnings/Invoices: Go to Revenue & Invoices, open the Earnings or Invoices tab, and use Export CSV.

What file formats are supported?

CSV (.csv) and Excel (.xlsx). Use UTF-8 encoding and a header row. For appointments import, dates and times have specific formats (see the article). Up to 5,000 rows per import.

What if my appointment import has unknown services?

During the import wizard you match service names to existing services or create new ones. Rows that use a service name you do not match or create cannot be imported; you can mark that service as ignored.

Can I import earnings or invoices?

Bulk import for earnings and invoices is coming soon. For now you can export them. Clients and appointments support import.