SpaGuru Import Templates Guide

The quickest way to setup or move to SpaGuru is to import any existing data you may have from Excel files.

  1. To download the required template, go to Menu - Tools - Database - Import Data, in the SpaGuru application. 
  2. Select the type of data you are going to be importing. e.g. import clients, import products etc. 
  3. Click the View Template button to download a CSV file with all the column headers that SpaGuru supports.
  • Use the below guide to format your data so that it's ready for importing into SpaGuru.

Clients

  • Title: Add a title for the client e.g. Mr, Mrs, Ms, Dr. etc.
  • Name / Surname: Add your clients first name and surname. 
  • Category: You can choose to categorise your clients for marketing purposes. Some businesses like to group all their "salon clients" or "spa clients" together. This field is optional. It is not necessary to make use of categories if you prefer not to. 
  • Code: Leave this field blank. A client code will automatically be generated for you on SpaGuru.
  • Home / Mobile / Business Phone: Add your clients home, mobile and business phone number.
  • Fax/Email: Add your clients fax and email address.
  • Street: Add your clients street address e.g. 16 Dirkie Uys Street.
  • City: If you know which city your clients comes from add it here e.g. Cape Town.
  • State: If you know which state / province your client comes from add it here e.g. Western Cape.
  • Postal Code: If you have the clients postal code information add it here.
  • Country: Type in the Country your client is from e.g. South Africa.
  • Notes: Add any notes you would like saved in the clients profile as reference.
  • Birthday: Please add in the following format "12 August 1985".
  • Gender: Add either 'Male' or "Female'. 
  • Membership: Only complete this field if your business makes use of memberships and this client belongs to a specific membership programme. e.g. Pensioners Membership, Gold Membership etc.
  • Membership Card Number: If your members are provided with a card number please add the number here.
  • Membership Start / End Date: Add the start and end date of your clients membership. If this is an on-going membership, leave blank. Add the date in the following format "18 August 2016".
  • Company: Type in the name of the business your clients is from if you have the details. 
  • Account Balance: If the client has an outstanding account balance you can enter the amount here. e.g. if they owe you R300.50, please enter as "300.50". If you owe the client R300.50, please enter as "-300.50". 
  • Medical Aid (Only applicable to Medical Businesses): Add the name of the clients Medical Aid. 
  • Medical Aid Number (Only applicable to Medical Businesses): Add the clients Medical Aid number. 
  • Medical Notes(Only applicable to Medical Businesses): Add any medical related notes you would like saved in the clients profile. 
  • Loyalty Points: If your business makes use of a loyalty points program, please add the number of loyalty points your client has earned. e.g. 50. 

Products

  • Product Type: Add "Professional" if you are adding a consumable / professional product item. These are products that are used in service and are not for sale. Please add "Retail" if you are adding a retail product item. 
  • Name: Add the name of the product item e.g. Dermalogica Cleanser [NOTE: If the product item comes in different sizes then it is recommended that you add it with the ml or g amount in the name - e.g. Dermalogica Cleanser - 100ml].
  • Code: Your suppliers generally have specific codes for their product items. It is recommended that you add this code so that when you place orders with your suppliers it is easier for them to see what you have ordered. Alternatively, leave this field blank. 
  • Bar Code: Leave the field blank unless you are making use of a bar code scanner at your business and would like to add the bar codes for your product items. 
  • Category: Add the category the item falls under e.g. Facial Products, Hand & Feet etc. Adding categories will make it easier for you to search for your products items on SpaGuru. 
  • Description: Add a description of your product item. Descriptions will display on your SpaGuru product price lists which you can print out for your clients. 
  • Tax Type: Please leave blank. Our support consultants will set this up for you. 
  • Quantity: Please leave blank if you would rather do a stock take for your products before you go live on SpaGuru. Alternatively, add the current stock quantity for the item. 
  • Reorder Quantity: If you would like to be warned to reorder stock for this item once the quantity has reached a specific level then you can add a reorder quantity. e.g. if you add a reorder quantity of 5, if the quantity of this item drops to 5 the system will warn you that you need to reorder stock.
  • Unit: Add one of the following: "ml" or "g"  etc. if applicable. If the item you are adding does not have a unit, then leave the field blank e.g. Brush, cotton wool etc.
  • Unit Quantity: If the product item you are adding is a 100ml bottle, type in the unit quantity of "100". If the item you are adding does not have a unit quantity, type in a unit quantity of "1" - e.g. Brush. 
  • Cost Price: [VAT Registered business]: Please type in the average price that you purchase the product item from your supplier for excluding VAT. [Not VAT Registered Business]: Add the average price that you are usually charged on the supplier invoice for this product item. 
  • Sell Exclusive: [only applicable to VAT registered businesses]: Add how much you sell the product for excluding VAT. e.g. If the sell exclusive price is R150.50, add it as "150.50". [NOTE: If you are adding a professional / consumable product item, please leave this field blank]. 
  • Sell Inclusive: Add how much you sell the product for including VAT. This is the price your clients will pay for the product item. e.g. If the sell inclusive price is R250.50, add it as "250.50". [NOTE: If this is a professional / consumable product item, please leave this field blank.
  • Commission: If your employees should earn commission on a different amount to the Sell Inclusive price, type the price in on the excel sheet. NB: This is not how much they get as commission, this is the amount that their commission structure will be applied to. If your employees should earn commission on the sell inclusive price, add the sell inclusive price to the excel sheet. 
  • Loyalty Points: Leave blank if you would like the loyalty points to be automatically calculated based on your loyalty points setup on SpaGuru. If you would like the loyalty points for this product to be different to the calculation, add the points to the excel sheet. 
  • Purchase Price: [VAT registered business]: The purchase price will be the last price that you purchased the product from your supplier for including VAT. [Not VAT Registered business]: Add the last price that you were charged on the supplier invoice for the product item - your Cost and Purchase Prices will be the same. 
  • Hidden: Leave blank or type "FALSE" in the field provided.
  • Supplier: Add the Supplier name if you only purchase the item from a specific supplier. If you purchase the item from various different suppliers, please leave the field blank. 
  • Brand: Add the product brand if you have this information. e.g. Youth Range, Men's Brand etc.

Services

  • Service Type: Please leave this field blank. A support consultant will assist in setting this up for you.
  • Name: Add the name of the service item. e.g. Swedish Full Body Massage.
  • Code: Add a code for your service or leave this field blank. SpaGuru will create service codes for you automatically.
  • Category: Add a category that you would like this service to fall under. Categories make it easier for you to find your services on SpaGuru. e.g. Facials, Massages, Packages, Hair Treatments.
  • Description: It is optional to add a description for your service. Descriptions will be displayed on your SpaGuru service price lists and in the online members area. 
  • Duration: Add the duration of your service in minutes. e.g. if the treatment is 2 hours and 15 minutes, please type in the time in minutes on the excel sheet. For this example you would type '135'. 
  • Employee Prep Time: If you make use of prep times indicate how many minutes your employee will need to prepare himself for the service. e.g. If they require 10 minutes, you will type in '10'. Leave blank if you business does not make use of prep times. 
  • Employee Recovery Time: If you make use of recovery times indicate how many minutes your employee will need after the service. e.g. If the employee needs 15 minutes, type in '15' on the excel sheet. Leave blank if your business does not make use of recovery times.
  • Resource Prep Time: This refers to a room or piece of equipment and how much time is needed to prepare the room/equipment for this service. e.g. If you need 15 minutes, type in '15' on the excel sheet. Leave blank if your business does not make use of resource prep times.
  • Resource Recovery Time: This refers to a room or piece of equipment and how much time is needed after the service. e.g. If you need 15 minutes to the clean the room after the service has been performed, type in '15'. Leave blank if your business does not make use of resource recovery times. 
  • Cost: If you know how much it costs you to perform this service, add the cost to the excel sheet. e.g. If the service cost is R150.05 add it as '150.05' on the sheet. The cost would refer to e.g. staff costs, professional stock used etc. 
  • Markup Percentage: If you are still in the process of working out your sell prices based on a mark up % on your cost price you can add the mark up % for this service on the excel sheet and the system will work out the sell price for you automatically. Please note you have to add a cost price to the excel sheet if you are adding a markup percentage to the excel sheet. 
  • Sell Exclusive: Add how much you sell the service for excluding VAT / TAX. For businesses that are not tax registered, add the same price you will be adding to the sell inclusive field to this field.
  • Tax Type: Please leave this field blank. A support consultant will set this up for you. 
  • Sell Inclusive: Add how much you sell the service to your clients for inculding VAT / TAX. e.g. If you charge R350.50, type in '300.50'.
  • Commission: If your employees should earn commission on a different amount to the Sell Inclusive price, type the price in on the excel sheet. NB: This is not how much they get as commission, this is the amount that their commission structure will be applied to. If your employees should earn commission on the sell inclusive price, add the sell inclusive price to the excel sheet. 
  • Loyalty Points: Leave blank if you would like the loyalty points to be automatically calculated based on your loyalty points setup on SpaGuru. If you would like the loyalty points for this service to be different to the calculation, add the points to the excel sheet. 

Suppliers

  • Name: Add the name of the supplier. 
  • Tax Number: If the supplier is tax registered, please type in the tax number. 
  • Tax Type: If the supplier is VAT/TAX registered, type in 'Standard'. If the supplier is not VAT/TAX registered, type in 'Not Applicable'.
  • Mobile Phone: Add the suppliers mobile phone number if you have the information. 
  • Business Phone: Add the suppliers business phone number if you have the information.
  • Email: Add the suppliers email address if you have the information. 
  • Web: Add the suppliers website address if you have the information.
  • Fax: Add the suppliers fax number if you have the information.
  • Street: Add the street address details for your supplier if you have the information e.g. 12 Dirkie Uys Street.
  • City: Add the city your supplier is from if you have the information e.g. Johannesburg.
  • State: Add the province / state your supplier if from if you have the information e.g. Gauteng.
  • Postal Code: Add the suppliers postal code if you have the information. 
  • Country: Add the country your supplier is from.
  • Notes: Add any notes you need to keep for you supplier. This will be saved in the notes section. 
  • Banking Details: Add the suppliers banking details if you have the information. 

Vouchers

  • Voucher Number: Add the voucher number that was on the voucher when you sold it to your client. e.g. 001. If you did not add a voucher number then you can leave this field blank and SpaGuru will automatically generate a voucher number for you. 
  • Category: It is nice to categorise your vouchers. e.g. if you are adding unredeemed gift vouchers you could add it under the category 'Gift Vouchers Prior to SpaGuru'. 
  • Creation Date: Add the date that the voucher was sold to the client on. Add the date in the following format '11 June 2016'.
  • Expiry Date: If the voucher has an expiry date, add the date in the following format '12 August 2017'.
  • Amount: If the voucher has a monetary value, add the value that the voucher is worth. 
  • Description: If the voucher was purchased for a specific service, then add a description of that service. If it was just a voucher for an amount, leave this field blank. e.g. Mini Manicure.
  • Recipient: If you have the details of who the voucher was purchased for, add the persons name as reference. 
  • Notes: Add any notes regarding the voucher if necessary. e.g. Voucher value was R500, used R200.
  • Active: Always add 'TRUE' to the sheet. This should be added in capital letters on the excel sheet. If you are wanting to add already used vouchers to SpaGuru as reference, then add 'FALSE' to the sheet. 

Medical Diagnoses

  • Name: Add a description of the medical code or NAPPI code you are adding. e.g Acute Bronchitis.
  • Code: Add the medical or NAPPI code. e.g. C50.511
  • Category: Add either 'ICD10' or 'NAPPI' depending on which code you are adding. 
  • Seperator: Add '/' if you are adding a ICD10 code and ',' if you are adding a NAPPI code.
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