How do I import data into WriteUpp?

When loading client data into WriteUpp, you can use the data import tool to bulk import your client demographics and create a client record for each one.

You can import as many clients as you need, but for security and performance reasons, there is a limit to the number of records you can import at one time, which is 500. If you have more than 500 clients to import, you will be able to do this in batches one after the other as long as each one contains no more than 500 rows.

Keep in mind that under GDPR you should only import data that you have a legitimate reason to hold! You can read more on the ICO website here - Lawful Basis for Processing

What can I import using the tool?

The Data Import tool allows the following information to be uploaded in bulk:

• First Name
• Last Name
• Address 1
• Address 2
• Address 3
• City
• Postcode
• Date of Birth
• Email Address
• Phone Number
• Mobile Number
• NHS Number
• Next of Kin relationship
• Next of Kin name
• Next of Kin Address
• Next of Kin City
• Next of Kin Postcode
• Next of Kin Mobile
• Next of Kin Email
• Previous ID
• Responsible user (only one responsible user can be entered. If the name entered exactly matches an existing user in the system, that user will be assigned as the responsible user for the client when the import is completed)
• Source - where the data came from - this is for GDPR (General Data Protection Regulation) purposes

Once imported, a client will be created in WriteUpp for each row of data, using the information you provide.

Anything else, like previous notes and files, can be uploaded to a client's record as an attachment once they have been created.

Do I need to do anything with my data before I import it?

Before importing your data, you'll need to gather together what you would like to import. Because the data import process maps your client data to fields within WriteUpp, we'd suggest that you organise it all together in a spreadsheet format under headings identifying what you can import (first name, last name, postcode etc).

To make this process as simple as possible, we've provided you with a template pro-forma on the data import screen which can be downloaded:

You don't have to use it but the column headings in the template are the ONLY fields that can be bulk imported into WriteUpp, so it might help you to organise your information before you begin so you can see what will be imported and identify any information you will need to input manually.

Formatting and validation

As part of the pre-import process, we'll also check that your data is formatted correctly. Any errors that are identified will result in that client data not being included in the data imported. You'll see any issues with your data format highlighted in red text once you begin to match your data with WriteUpp fields:

Some things to check are:

• Are any dates of birth in the format dd/mm/yyyy?
• Are email addresses in a valid email format, usually something like name@email.com?
• Make sure mobile numbers do not contain country codes or letters/symbols, just use the number in its standard format, like 07800 000000, not +447800 000000. Country codes are then applied within WriteUpp.

How do I import client data?

The data import tool can be found by opening the main menu and choosing Tools -> Data Import.

You'll first need to select a source from the dropdown, before pasting your information into the field below.

If you're using the pro-forma click in the top-left cell (where your data begins) and drag your mouse to the bottom-right cell (where your data ends). This will highlight the rows that you want to copy. Don't worry if you include the header row as this and other rows can be excluded when you perform the import.

Once you've pasted up to 500 lines of data, click on the green Next button at the bottom of your screen.

You'll then see the mapping headings appear, which allow you to map each column to the appropriate field in WriteUpp.

Use these headings to identify what field your information relates to. You also have the option to "ignore" columns, if they include data which you can't or you don't wish to import.

Once all columns have been mapped, click on the green Import button and confirm that you want to proceed. Alternatively, if you need to correct any data click on Back, make the necessary changes in your source data, copy it and then paste it back into the data import field.

Once you confirm you'd like to proceed, you'll see confirmation that your import has been queued and then be taken to the data import log, where you can see the progress of your import:

If you're only importing a few clients this shouldn't take long, but if you're importing several hundred records it might take a few minutes to complete and the status will change once it has:

If there have been any errors with any lines of data, you will see this displayed in the summary. Clicking on the 3 dots at the end of the row will allow you to download a CSV file containing the information which failed to import, which you can correct and then re-import:

You'll also see an Import Data button at the bottom of this log screen, which you can use to start the process again if you have more records to import.

Updated on: 15/09/2025