Import clients and contacts into Canopy using the Excel Import Template. This guide covers where to get the template, how to fill it out, and how to upload and fix errors efficiently.
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Table of Contents
Find and Download the Import Template
Go to Clients > Client List.
Click the three dots (top-right) and select Import clients.
Tip: You can also start from Contacts > Contact List—either path works.
Click Download template (blue button).
Open in desktop Excel and Enable Macros when prompted.
Heads Up: Enable Macros using the prompt for the workbook. If you disable macros, close and reopen the file to re-enable.
Next, get your client & contact data ready (names, contact info, business details, etc.).
Canopy Tools
Add/Paste Rows – Add rows before entering client data (up to 1,000 at a time).
⚠️ Important: If rows aren't added/highlighted, you can't type client info into the spreadsheet. You will get an error.
Add Custom Field – Adds custom field columns (auto-added to both Individual and Business sheets).
Get Import Help – Quick link to assistance.
Prepare for Upload – Checks for common issues (formulas, formatting). No completion toast; give it time.
💡 Best Practice: Run this before every import.
Fill Out the Import Template Worksheets
First, review how the workbook is organized.
Color Coding
Orange = Client Information
Blue = Business Information
Grey = Primary Contact Information
Red = Spouse Contact Information
Purple = Additional/Unlinked Contact Information
Yellow = Custom Fields
Worksheets Included
Instructions – Color key, tips, tools.
Individual Clients – (Primary Contact required; Spouse on same row if applicable.)
Business Clients – (Primary Contact optional.)
Unlinked Contacts – Contacts you want imported now and linked later.
Tabs and white rows are locked to ensure correct upload. Use Add/Paste Rows for more rows (blank rows are ignored).
Individual Clients Worksheet
*Required: Client Name.
Naming structure tips (pick a firm-wide convention):
{Last}, {First}{First} {Last}{Last}, {Primary First} & {Spouse First}{Primary First} & {Spouse First} {Last}
Other key fields (highlights):
Client Owner – Team member’s Canopy login email (must already be added to Canopy).
Source – Existing or new value (45-char limit). “Referred from” is added later in-app.
Client Since – See accepted date formats in the Appendix.
Active – See accepted keywords in the Appendix.
Client Group – Unique group name; one client can belong to one group at a time.
Custom Fields – Added via Add Custom Field (macros required). Appears on both sheets.
Contacts on the Individual sheet
Primary Contact – Required; no need to mark “primary”—the sheet handles it.
Spouse – Optional; no need to mark “spouse”—the sheet handles it.
Additional Contact – Choose Dependent or Other; if blank, defaults to Other.
State – Full name or abbreviation both accepted; converts to the state abbreviation in Canopy.
Business Clients Worksheet
*Required: Client Name, Business Name (often legal name; Client Name and Business Name may match).
Business details:
Date Est./Inc. – Accepted date formats (Appendix).
Business Type – Choose from accepted values (Appendix).
Industry – Choose from accepted values (Appendix).
Emails/Phones – First entry becomes primary (can change later in the Client Record).
Phone format –
555-555-5555.Address – Street, City, State/Province, Zip/Postal, Country.
Contacts on the Business sheet
Primary Contact – Optional; description allowed.
Additional Contact – Defaults to Other if type not specified.
No “Spouse” or “Dependent” types for Business clients.
State handling same as Individual.
Avoiding Duplicate Contacts - Across All Worksheets
A contact can be added to multiple clients. To avoid duplicates, review the instructions below.
Canopy matches contacts on these five fields:
First Name, Middle Name, Last Name, DOB, SSN.
Minimum: First + Last + (DOB or SSN).
If mismatched or missing, duplicates may be created (you can merge later).
Examples (condensed):
Exact match on all five → One contact used for both Individual and Business.
DOB missing in one row → Likely creates two contacts.
No SSN but DOB matches → One contact (OK).
Conflicting addresses → Contact still matches; the first row’s address wins; later conflicts are ignored.
Upload the Template and Start the Import
Once you've added all client and contact info, follow the steps below to begin the import.
In Canopy, drag & drop your
.xlsmfile or Upload from Computer.Enter an Import Name.
Click Start import.
Status moves to Processing while Canopy checks for custom fields and errors.
In Status, click the hyperlink to open the import Preview.
Handle Custom Fields
If custom fields are detected, you’ll be prompted to Review custom fields.
Map to existing fields, create new ones, or Do not import.
Click Confirm custom fields to continue; import returns to Processing to check for errors.
Troubleshoot & Fix Errors (Best Practices)
What you’ll see: Errors list the row number and details.
Common errors: Missing required fields, invalid formats (date/SSN), spelling mismatches for predefined options.
💡 Best Practice (fastest workflow)
Open a side-by-side view: error review in Canopy and your Excel file.
Use the Row value from the error preview to find the issue in Excel.
Fix the data in Excel and save the file.
In Canopy, click Cancel import (top-right).
Re-upload the corrected file.
In Preview, review both Clients and Contacts tabs.
Click Complete import when everything looks correct.
After completion:
Import status shows Complete.
You’ll receive notifications when an import succeeds, has errors, or needs review/mapping for custom fields.
⚠️ Important: Canceling an import saves no data; restart the process with your corrected file.
Summary
Use the Import Template to bulk-add clients and contacts, including business details and optional custom fields. Add rows first, follow accepted value formats, and run Prepare for Upload before importing for a smoother process.
Appendix: Field Rules & Accepted Values
Date formats (accepted): MM-DD-YYYY, MM/DD/YYYY, M/D/YY
Active keywords (case-insensitive): Y, Yes, T, True, Active, X, 1 (blank also imports as Active; other words like “inactive/false” import as Inactive)
Phone format (recommended): 555-555-5555
Business Types (choose one):
C-Corporation, S-Corporation, LLC, LLC-M, LLC-S, Partnership, Sole Proprietorship, Estate, Trust, Non-Profit, Other
Industries (choose one):
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 Technology, Insurance, 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, Warehousing, Waste Management, Wholesale Food, Wholesale Trade
Need help?
Contact Canopy Support or ask Penny, our AI Support Bot, for assistance.