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An import brings your history across. A few things it leaves for you to do by hand, on purpose: they need a decision, or they only make sense from the day you start.

What you set by hand afterwards#

Instructor pay#

Pay is not part of the instructors sheet, and pay columns are not read. Every imported instructor starts with pay not set, which the Instructors page and Payroll flag. Until you set it, their classes pay 0. Set each instructor's pay plan on Staff → Instructors, one by one.

Imported classes never create instructor pay, and imported sales never earn sales commission. They are history, not work to pay for.

Amounts customers still owe#

Debts from your old system are not brought across, and Amount owed columns are not read. Settle them with the customer directly.

Freezes#

A package that is frozen in your old system comes in running to its end date. On the customer's profile, freeze it or extend its end date by hand.

Gender, notes and birthdays#

These columns of your customer list are not read. Add what matters to the customer's profile, for example as a note.

Instructors need an email#

An instructor's email is their Owelz instructor account, so a row without one is refused, with that reason. Get the email and import the row again, or add the instructor by hand later.

Their past visits still come in: a visit whose instructor is unknown is imported without one, with a warning. Import the instructor before attendance history if you want the visits to carry their name.

Packages that cover every class#

A price list with no Classes column gives every package every class you have. Narrow a package on the Packages page if it covers less.

What imported history looks like#

• Imported sales have a day but no time. On Analytics → Revenue, By hour of day lists them as Imported, no time of day.
• Sales with no Sold by show under No staff (the app). Fill in Sold by in your file to credit someone.
• In the Wallet, imported sales, payments and expenses carry a small Imported tag. They never move the cash box.
• Visits never use up classes. The classes left come from your customer packages sheet.

Imports send nothing#

Importing sends no email, SMS or app notification to anyone. No receipts, no welcome, no package messages. Imported instructors show Not invited yet until you invite them. That way you can check everything first, and your customers hear about Owelz once, when it is right.

Inviting customers and instructors afterwards#

When your totals check out, invite people with the card Tell your customers and instructors at the end of Import data, or Invite to the app on the Customers and Instructors pages.

1. Press Invite customers (or Invite instructors). Owelz first tells you in plain words what will happen. For example: 1,940 customers will get an email inviting them to the Owelz app. 318 have no email. 12 are already in the app. It names the first of them and says when the emails will go.
2. Press Send. Each customer gets a link, valid for 7 days, to set their password for the Owelz app. Each instructor gets their invitation to the instructor app, or, if they already use Owelz at another studio, a note that your studio added them.
3. The emails go out a few at a time, about 30 a minute, and never inside your quiet hours. Press it in the evening and they start in the morning. A line on the Customers or Instructors page shows how many have gone.

Nobody gets two: anyone invited in the last 7 days is left out, so pressing it again is safe. Customers without an email, customers you have blocked, and switched-off instructors are skipped and counted. Each press is recorded in the Activity log.

Customers who sign up in the app with the email you imported find their record waiting: their packages, the classes they have left and their history.

Next#

You are moved in. Put classes on the calendar: sessions →. If your timetable lives in a spreadsheet too, Create schedule from Excel on the Schedule page builds a month of sessions from it.