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Getting startedBring your clients over

Bring your clients over

If you already keep clients somewhere else, you don’t have to type them in again. Export them from your old system and import the file into Groomr. You can also bring over past appointments and clean up long, messy pet notes.

Ask Groomr

“How do I import my clients from Gingr?”

Groomr can point you to the importer and walk you through it, but the import itself runs from Settings. For a handful of clients, you can just tell Groomr:

“Add a new client: Jane Doe, (859) 555-1234, with Rex, a 14 lb Poodle”

See Client profiles.

Or do it yourself

Import clients and pets

  1. Go to Settings → Business → Clients & Pets.
  2. Under Import, find Clients & pets and select Start import.
  3. Under Source system, choose Generic CSV / JSON, PetExec, Gingr or ProPet.
  4. Choose how many files you have:
    • Single file: one CSV with both client and pet columns on each row.
    • Two files: a Customers file and a Pets file, as PetExec, Gingr and ProPet export them.
  5. Select Choose File and pick your file (or files).
  6. Map Client Fields: for each Groomr field, choose the column from your file that fills it. Auto-Detect matches common column names, and Auto-map with AI suggests the rest. Choose — Skip — for anything you don’t want.
  7. Map Pet Fields: do the same for pets.
  8. Select Preview Data. Check the first 10 rows. Errors and warnings are highlighted. Select Continue to Options.
  9. Import Options: choose how to handle duplicates, and whether to import Active clients only.
  10. Select Start Import. To see what would happen without changing anything, tick Dry run (preview only, don’t import) and select Preview Import instead.
  11. The results show how many clients were imported, created, updated, skipped or had errors. Select View Clients to see them in the Directory.

Import past appointments

  1. Go to Settings → Business → Clients & Pets.
  2. Under Import, find Appointment history and select Start import.
  3. Pick your source system and upload the file.
  4. Map the columns. You must map Completion date, and at least one of Client External ID, Client email or Client phone so each visit links to its client.
  5. Preview, choose your options, and import.

Import your clients first, so the appointments have someone to link to.

Structure old pet notes

  1. Go to Settings → Business → Clients & Pets.
  2. Under Import, find Structure pet notes with AI and select Open.
  3. Choose the Pet.
  4. Paste the note into Notes from your prior tool / paper records.
  5. Select Structure with AI. Groomr pulls out behavior, handling, fear triggers and whether a muzzle is required, and puts each in the right pet field.
  6. Review each change, then select Apply (the button counts the changes you kept).

Anything that doesn’t fit a field stays in the pet’s general notes.

Good to know

Files you can use

FileClients & petsAppointment history
CSVYesYes
JSONYesYes
PDF or photo (PNG, JPEG, WebP, GIF)Yes, read by AI, paid planYes, read by AI, paid plan
Excel (.xlsx, .xls)Not yet. Save it as CSV first.No
  • Each file can have up to 25,000 rows. Split bigger exports into smaller files.
  • When AI reads a PDF or photo, Dry run is turned on for you, so you can check what it found before anything is saved.

Columns

  • Clients need First Name and Last Name. Everything else is optional.
  • You can map any client or pet field Groomr has, including phone, email, address, city, state, ZIP, preferred contact method, pet name, breed, size, weight, age, gender, temperament, allergies, medications, vet details, behavior notes and general notes.
  • In two-file mode, map your old system’s customer ID to External ID on the client step and to Client External ID on the pet step. That is how each pet finds its owner.
  • Mapping the customer ID also means importing the same export again updates the same clients instead of adding them twice.

Duplicates

Groomr spots a duplicate by email or phone number. In Import Options, choose Skip duplicates (recommended), Update existing clients or Create new records anyway.

Past appointments aren’t billed

Imported appointments are marked as already completed and already billed. They don’t count toward pay-as-you-go charges. They do fill in your bookkeeping totals and each client’s last visit date.

Who can import

Importing needs Create Clients (clients.create). Every default role has it except Subcontractor. Structure pet notes with AI needs a paid plan.

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