Importing Existing Customer Data into WorkPal

If you currently store customer data within another Job Management or Accounting software system, you'll often find an option to export this information to a spreadsheet file. These exported spreadsheets can typically be opened and viewed in Microsoft Excel.

To successfully import this valuable data into WorkPal, it's essential that your information is organised to match our specific Template format. This ensures WorkPal's Data Import facility can accurately read and process your records. You can download our import templates from 

Below, you'll find an example of customer data that has been captured and then exported from an external source, showing the typical layout:

Any field marked with an asterisk (*) in the template is mandatory. These fields must be filled in for every row. Leaving them blank will cause the import to fail or result in missing data.

If you are missing some information or have missed to fill in a field completely it will be displayed on the screen like the screenshot below.

Please do not remove, rename, or reorder column headings in the template — they’re needed for a successful upload.

Avoiding Duplicate Records During importing

When you're updating existing information, it's really important to ensure that details like the "group" name precisely match your existing records. If there's even a slight mismatch in a field, for example, if the original group name is "Matthew Test" but you've entered "Matthew Test.", WorkPal won't recognise it as an update to an existing entry.

Instead, the system will assume it's a completely new record and will create a duplicate. WorkPal will highlight this for you in the preview, as shown in the example screenshot below, clearly notifying you that a new group or client will be created rather than an existing one being updated. Always double-check your entries to prevent these duplicates.

 

Updating Existing Data? Read This First

If you're importing data to update existing records in WorkPal, it’s essential to carefully review the information you're uploading to ensure it matches exactly with what's already in the system.

For example, if you're updating multiple site addresses for a specific client, make sure the "Group" and "Client" name in your import file is spelled and formatted exactly as it appears in WorkPal. Even a small difference — such as an extra space or different capitalisation — could cause the system to treat it as a new entry. This can lead to unintended results, such as the creation of duplicate clients, or entire groups being duplicated hundreds of times.

Double-checking key identifiers before importing helps prevent unnecessary duplication and keeps your data clean and accurate.

If you encounter any issues during the import process or are unsure about process, our support team is here to help. Please contact us telephone at 02890271777 or email us directly at support@workpal.com.

Tips for a Successful Import

  • ✅ Always complete fields marked with an asterisk (*).

  • ✅ Use the provided template without changing headers.

  • ✅ Double check that information on the sheet matches what is on the system.

  • ✅ Start with a small sample import to test your format before uploading everything.