Once you've exported your client list from your current software, you are read to to add data to the Canopy Import Template!

Import Template Overview

Heads Up! When you open the Import Template in Excel, be sure to Enable Macros by selecting the grey button, not the green one. This is necessary to edit the template. If you mistakenly click "Disable Macros," you'll need to reopen the spreadsheet.

Before we get started adding information, let's take a look at how the spreadsheet is organized.

1. Clients and Contacts: This section clarifies the distinctions between individual clients, business clients, and contacts within the template. It also explains the layout, where each row represents a client, and how you can associate a single contact with multiple clients.

2. Color Code: This section explains how color-coding is used in the template to organize information. Column headers are color-coded to clearly indicate where to input data for different client types, contact types, and custom fields.

3. Canopy Tools: There are several tools you can use in the import template.

Get Import Help: Directs you to a Canopy representative if you need assistance.
Add custom field: Add unique data fields to your Import Workbook. Once added, these custom fields will be displayed across both individual and business client spreadsheets.

Add/Paste rows: To input client information, you must first add rows to the spreadsheet. Without adding rows, you won't be able to enter data. You can add up to 1,000 rows at once.

Heads Up! Before copying and pasting client data directly into a column, make sure you've first added a sufficient number of rows using the Add/Paste rows feature. Pasting more clients than available rows will result in an error.

Prepare for Upload: Use this function to identify and resolve common errors in your template before importing. Please note that there is no completion notification, so allow sufficient time for the process. We strongly recommend running this check before every import.

Worksheets Overview

In addition to the color-coded fields, the Workbook is also separated into these worksheets:

Instructions
Individual Clients
Business Clients
Unlinked Clients

Worksheet Directory

We will overview each worksheet, moving from left to right and examining each column in detail. To jump directly to a specific section, click on of the links below:

A few things to note when filling out the spreadsheet:

Each ROW represents a single client. You will scroll from left to right to add the client information.
Not all information is required. Information that is required for import will have an asterisk*.
When using a field with specific entries like Client Type, Status, or Contact type you want to ensure you have the spelling and capitalization that matches the options listed on this guide.

Pro Tip: To minimize import errors when transferring client data, we recommend copying and pasting information column by column rather than by row.

Add Individual Clients

First, navigate to the second tab in our Excel document: Individual Clients

Client Information

Client data input fields are labeled in the column headers at the top of the spreadsheet. See below for a comprehensive overview of each column.

Client Name*	The client name is the name you will see across the app. It is recommended that you create a naming convention to use throughout your firm. For example, you may want to have all individual clients organized by Last name and first name(s). Examples: White, Walter & Skyler or Walter & Skyler White Hometown Bakery LLC, Durham (business)
Client Facing Name	You may want to use a different name from the client name (above) on items like the client portal, and invoices. This field is optional but you can include a different name here. Example: White Family Hometown Bakery
Client Owner	Type the email (used to log into Canopy) of the team member who will be the primary owner of this account.
External ID	Enter the identification you use for each client.
Filing Status	Indicate the client’s filing status from the following options: Single Married filing jointly Married filing separately Head of household Qualifying Widow(er) with dependent children
Source	List the referral source. Select from the following: Mailer Radio Website Referral
Client Since	Enter the date the client started at your firm in a month, date, year XX/XX/XXXX format.
Client Status	Select from the following client statuses: Client Other Prospect Note: You can add a custom source here or in Canopy. To map to an existing custom source just ensure you use the same spelling. To create a new source simply type it here.
Active	Type Yes to indicate the client is active. (Y, Yes, T, or True are all acceptable answers for Active). No to indicate the client is inactive (N, No, F, and False are all acceptable answers for inactive). Note: This will default to active unless stated otherwise. So if this column is left blank the client will be considered active.
Client Group	Clients under the same organizational structure can be organized into Client Groups. Type the group name in this column. Make sure you use the same spelling and capitalization to avoid creating duplicate groups.
Client Tags	Tags are used in Canopy to help organize and identify your clients. Add as many tags as needed—separate tags with a comma. Tags will be created in Canopy based on what you type here. Keep spelling and capitalization the same to ensure you don’t create duplicate tags. Tags will also map to any you have previously created in Canopy.
Additional Information	Use this column to include any relevant information about the client that isn't covered by the standard columns in the template.
Custom Field	Custom fields are used in Canopy to help you add additional information to client records. You can add a custom Field by clicking on the Add Custom Field button in the Canopy Tools tab. Note: You must use the desktop version of Excel and have Macro enabled to use this feature. Name the Custom field in the pop-up window and press ok. A new column will be added to the right of the Add Custom Field Button. Note: you will map and create custom fields as part of the upload process. Keep in mind that custom fields in Canopy can be one of the following: Text input Date Dropdown Select Multi-select Custom fields created and assigned in the import process are for both individual and business clients. If you create a custom field prior to the import process make sure it is marked as Both in the “Apply to:” setting.

Contacts

Scroll to the right in the spreadsheet to view the Contact Info section.

Contact Types:

Individual Client Contacts: Primary Contact, Spouse, Additional Contact.

Business Client Contacts: Primary Contact, Additional Contact.

Primary Contact Section

Spouse Section

Additional Contact Section

Each contact section will include all of the same information fields. The only difference will be the Contact Type which will reflect one of the following options:

Primary
Spouse (Individual Clients Only)
Dependent (Individual Clients Only)
Other

Heads up! Every Individual Client needs to have at least one contact (Primary). Business clients do not need a contact.

Let's take a look at the columns associated with a contact.

Contact Type	Select from the following options: Primary Spouse (Individual Clients Only) Dependent (Individual Clients Only) Other Note: You will not see these field for Primary or Spouse contacts as it is automatically added on import. You can only have one primary contact for each client. You should only have one spouse per client. For any additional contacts: if no selection is made the contact type will default to other.
Contact Description	Type any description desired. This could include: the head of the family, owner, partner, etc.
First Name*	First names are required for individual clients.
Middle Name	Optional
Last Name*	Last names are required for individual clients.
SSN	Formatted as xxx-xx-xxxx
Birthday	Formatted as month, day, year xx/xx/xxxx

The rest of the columns will include additional contact information and will be entered as free text.

Occupation
Employer
Street Address 1
City
State/Province*
Personal Email Address
Work Email Address
Other Email Address

Mobile Phone Number
Home Phone Number
Work Phone Number
Work Phone Ext
Fax Phone Number
Fax Phone Ext.
Other Phone Number
Other Phone Extension

Note about entering State information: Both abbreviations and full state names are acceptable in the State field, and they will automatically convert to the state's abbreviation in Canopy (e.g., TN for Tennessee).

When you are done take a moment to review your spreadsheet. Make sure everything has been entered correctly and all your contact information lines up with the associated clients.

Keep in Mind! You can add additional contacts that are not associated with any clients. These contacts will be added to the Unlinked Contacts Tab.

How to add a Contact to Multiple Clients

You may have multiple clients with the same contacts. During the import process, you can add the same contact to any client. However, to ensure you don't create a duplicate contact you want to include as much of the following information as possible every time you add a contact to the client:

First Name
Middle Name
Last Name
DOB
SSN

Business Clients

Let’s head to the next worksheet Business Clients.

You will start with the same Client Information as above.

Business Information

Business Clients also have information specific to their business.

Business Name*	This is the name of the business. This can be the same as the client name above or can include additional information like LLC, etc.
Business Date Est.	Dates should be entered as month/day/year.
Business EIN	Should be entered as xx-xxxxxxx
Business Type	Select from one of the following: C-Corporation S-Corporation LLC LLC-M LLC-S Partnership Sole Proprietorship Estate Trust Non-Profit Other
Business Industry	Select from one of the following: Administrative & Support Agriculture Apparel Arts Chemicals Construction Education Electronics Energy Engineering Entertainment Finance Fishing Food Services Forestry Fuel Dealer Government HVAC Health Care Hospitality Hunting Information TechnologyInsurance Investment Holding Landscape Management Manufacturing Media Mining Other Pharmaceuticals Plumbing Pool Services Professional Services Real Estate Recreation Remediation Services Rental & Leasing Retail Trade Scientific Services Shipping Social Assistance Tan & Spa Services Technical Services Transportation Utilities
Business Email	The Business email will be used as the primary email for communication in Canopy.

Continue to add the following details:

Other Email
Business Phone 1
Business Phone 1 Ext
Fax Phone
Fax Phone Ext
Other Phone
Other Phone Ext

Street Address 1
Street Address 2
City
State/Province *
Zip/Postal Code
Country

Note about entering State information: Both abbreviations and full full state names are acceptable in the State field, and they will automatically convert to the state's abbreviation in Canopy (e.g., TN for Tennessee).

Contacts (Business Clients)

Contacts are optional for Business Clients, however can be helpful for you to track contacts who are associated with multiple contacts. Contact information is the same for individual and business clients. You can jump back up to the contact section here.

Unlinked Contacts

The third worksheet is for any unlinked contacts. These contacts will be added to your contact list but will not be associated with any clients.

Unlinked contacts can always be added to clients in Canopy after imported. You can learn more here.

Save the spreadsheet

Once you have entered all your information save the workbook as a .xlsm file and move on to the next step, Upload Template and Import!

Use Client Import Templates

Import Clients to Canopy