> ## Documentation Index
> Fetch the complete documentation index at: https://help.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# Import CSV

> Step-by-step guide to importing client, worker, or expense records in bulk using a CSV file

The **Import CSV** feature lets you add new client, worker, or expense records into your database in bulk using a CSV file.

<Warning>This feature creates new records only. It cannot be used to update existing records (for example, adding new data to an existing client profile).</Warning>

Navigate to **Operations** → **Import CSV**.

<img src="https://mintcdn.com/visualcare/CjNVHSFUZyL39ydC/images/operations/import-csv/image-1761890137993-0.png?fit=max&auto=format&n=CjNVHSFUZyL39ydC&q=85&s=566d273469f362c94d18545adeb73b2c" alt="Import CSV page" width="1902" height="811" data-path="images/operations/import-csv/image-1761890137993-0.png" />

## Instructions

<Steps>
  <Step title="Select the record type">
    Choose from the drop-down: **Clients**, **Workers**, or **Expenses**.

    <img src="https://mintcdn.com/visualcare/CjNVHSFUZyL39ydC/images/operations/import-csv/image-1761890137994-2.png?fit=max&auto=format&n=CjNVHSFUZyL39ydC&q=85&s=33204061ab2ac7991667d9ad3581502c" alt="Record type drop-down" width="324" height="375" data-path="images/operations/import-csv/image-1761890137994-2.png" />
  </Step>

  <Step title="Download the example CSV">
    Click **Download Example CSV** to get a file with the correct column formatting. Edit the CSV externally with your data.

    <img src="https://mintcdn.com/visualcare/CjNVHSFUZyL39ydC/images/operations/import-csv/image-1761890137994-3.png?fit=max&auto=format&n=CjNVHSFUZyL39ydC&q=85&s=798e94bfbc8fc37e0a8ada0789ffb553" alt="Download example CSV button" width="324" height="375" data-path="images/operations/import-csv/image-1761890137994-3.png" />
  </Step>

  <Step title="Upload your CSV">
    Select the **Date Format** that matches the format used in your CSV file. Click **Select file**, choose your CSV, and click **Upload**.

    <img src="https://mintcdn.com/visualcare/CjNVHSFUZyL39ydC/images/operations/import-csv/image-1761890137994-4.png?fit=max&auto=format&n=CjNVHSFUZyL39ydC&q=85&s=6e34c1985716adfb55e87fc3ac939bb7" alt="Date format and file upload" width="324" height="375" data-path="images/operations/import-csv/image-1761890137994-4.png" />
  </Step>

  <Step title="Map the columns">
    Match the **Columns in Database** to the **Columns in uploaded file**. Once all columns are mapped, click **Preview Import**.

    <Note>If bulk importing HCP expenses, ensure the **Agreement** and **Client Number** columns in the CSV match the clients' HCP agreement and client number on their profile.</Note>

    <img src="https://mintcdn.com/visualcare/CjNVHSFUZyL39ydC/images/operations/import-csv/image-1761890137994-5.png?fit=max&auto=format&n=CjNVHSFUZyL39ydC&q=85&s=649363d371ce2690b5c625f88772975c" alt="Column mapping interface" width="947" height="808" data-path="images/operations/import-csv/image-1761890137994-5.png" />
  </Step>

  <Step title="Preview and process">
    Review the preview of records that are about to be created. Click **Process Import** to create the records.

    <img src="https://mintcdn.com/visualcare/CjNVHSFUZyL39ydC/images/operations/import-csv/image-1761890137994-6.png?fit=max&auto=format&n=CjNVHSFUZyL39ydC&q=85&s=5235086e1612a1a901a41d068d721545" alt="Import preview" width="1437" height="336" data-path="images/operations/import-csv/image-1761890137994-6.png" />
  </Step>

  <Step title="Review results">
    The summary shows the number of records sent and how many were successfully created. Click **Back to Import** to import another CSV file.

    <img src="https://mintcdn.com/visualcare/CjNVHSFUZyL39ydC/images/operations/import-csv/image-1761890137994-7.png?fit=max&auto=format&n=CjNVHSFUZyL39ydC&q=85&s=57d2d2432907b8c89b10afe73c9d3394" alt="Import results summary" width="243" height="202" data-path="images/operations/import-csv/image-1761890137994-7.png" />
  </Step>
</Steps>

## Importing services via CSV

The **All Services** page has two CSV options for bulk service management:

* **Export CSV** - downloads the full list of existing services including their **Service ID**
* **Download CSV Template** - downloads a blank template for creating new services only. This template does not include a **Service ID** column

When editing services in an exported CSV, the **Service ID** column must not be modified. Service codes must remain unique across your services list.

Two additional columns are available in the services CSV:

| Column          | Description                                               |
| --------------- | --------------------------------------------------------- |
| **SAH Service** | SAH service code for the service (for example, SERV-0001) |
| **Type**        | Service funding type                                      |

After importing an updated CSV with new charge or pay rates, apply the rate changes by navigating to **Maintenance** → **Services** → click **Update Charge Rates** or **Update Pay Rates** → select **Current Service Selected** or **All Services**.

## Running into issues?

See [General troubleshooting](/troubleshooting/general) for common errors and fixes.

## Related articles

<CardGroup cols={2}>
  <Card title="Bulk edit tools" icon="pen-to-square" href="/operations/bulk-edit-tools">
    Edit multiple client or worker records at once
  </Card>

  <Card title="Service management" icon="wrench" href="/operations/service-management">
    Manage services, charge rates, and pay rates
  </Card>
</CardGroup>