The bulk upload tool for customers allows you to import or update all your customers in one step. Before you use this tool, it is best to upload a single customer so that you understand what is being done behind the scenes. Here are the instructions for how to add a single customer. Once you are done doing that, follow the instructions below to upload customer in bulk.

To access the bulk upload tool:

• Log in to the Onsight web console at https://sales.onsightapp.com.
• Click on ‘Import & export data’ from the left-hand side menu.
• Click on the ‘Customers’ menu item.
• This will open up the 4-step customer import & export tool.

Step 1: Export the customer data

If you already have some customer information in Onsight, then this step will download all that information for you so that you can make and upload changes. If you have no existing data you will still need to download the datasheet anyway so that you can know how to structure your customer datasheet for uploading into Onsight. So click the “Download” button and save the spreadsheet somewhere you will find it easily. Once done, click on ‘Continue’.

Step 2: Change the customer data

Open the spreadsheet file. Each row in the spreadsheet represents one of your customers. Each column contains some important information about your customer. Let’s go through all the columns.

Onsight ID

The Onsight ID is a unique number we give each customer to help identify them. If you are entering new customers, you must leave this column blank and if you are updating existing customers, then keep the same Onsight ID that was downloaded in the sheet to start with so that we update the correct customer’s data.

Company Name

Fill in the customer’s company name.

Allocated To

This field refers to the sales reps that are allocated to that specific customer. You can choose one or more reps to add to this field. This is a required field since each customer needs to belong to at least one sales rep. Sales reps who are not allocated to a customer will not be able to see that customer’s information nor will they be able to create orders for that customer. If multiple sales reps are allocated to a customer then they will all be able to see that customer, they will all be able to create orders for that customer, and they will all see the entire order history for that customer (including orders created by other reps).

This field must contain an email address for a registered User in the Onsight system. If your customer is allocated to more than one sales rep, you can enter more than one email address by separating each one with a comma. For example, if you have users called Joe Blogs and Fred Sales, and their email addresses are [email protected] and [email protected], then to allocate a customer to both of these users enter [email protected], [email protected] in the Allocated To column.

Customer Group

This field should contain a comma-separated list of Groups to which the customer belongs. You can create as many groups as you like and then assign pricing rules to products for these groups. For example, to allocate a Customer to hypothetical Retail, Premium, London and 2nd Tier groups you’d simply put “Retail, Premium, London, 2nd Tier” into the “Customer Group” column of that Customer’s row. More information on customer groups can be found in this article.

Active

This field can be set to either “Yes” or “No”. Inactive customers will not be displayed in the list of customers in the app.

Primary Contact, Primary Contact Phone, Primary Contact Email,

Fill in the contact details for your customer.

Billing Address

Fill in the main address for your customer.

Shipping Address

Fill in the shipping address for your customer.

Allow Login

Use this field to indicate whether or not you want your customers to be able to log into the app to place orders themselves. If this field is set to ‘Yes’ they can log in and place orders. See this guide on how customer self-ordering works. If this field is set to ‘Yes’, this is a new customer record, and your have configured automatic login notifications then they will automatically get an email explaining their access and letting them create their own password. See this guide on how to notify your customers about their logins.

GPS Coordinates

A sales rep can check in at a customer’s location on arrival and check out again on departure. The admin user can then monitor daily or weekly activities of the sales reps and see the rep’s visitation time and location on a map in the Onsight admin console. If you know your customers’ GPS Coordinates, you can copy and paste these into this field. Alternatively, you can also resolve the GPS coordinates from the customers’ shipping or billing address. See this guide for more information: How does GPS tracking and customer check-in work.

External ID

If you are using CSV files to copy data between Onsight and your internal system, you can use this field to store your internal system’s customer code or customer ID. That way there can be a link between the customer in Onsight and the customer in your internal system. If you are not using CSV files to copy data between systems, you can leave this field blank.

Is Taxable

If your customer is taxable, indicate this with ‘Yes’ or, if your customer is not taxable, indicate this with ‘No’ in this field.

Applied Taxes

If your customers are taxable, then you can specify which taxes must be applied to a specific customer. Of course, you need to have set up the taxes first. To set up your taxes, follow this guide on how to manage your tax types . Once you have set up your taxes, you can fill in the tax name into this field. If more than one tax type applies to a customer, then you can add all of the applicable taxes into this field, separated by a colon without any space in-between. For example: ‘GST,QST’.

Customer Notes

Use the customer notes field to provide sales reps with additional information, sales talking points, or sales activities when they interact with customers. These notes are internal notes and are only visible to the admin and sales rep users.

Customer Code

The customer code field records the ID or account number associated with a customer. The customer code can be used to search for customers.

Custom Fields

The Custom Field columns will only appear if you have defined Custom Fields for your customers and if you have created some values for those custom Fields. The columns will be named: ‘Custom Field: Name’ and ‘Custom Field Value’ , etc. . Custom fields allow you to store additional information for each of your customers. This will then be displayed in the customer database on the mobile app. It can also be displayed on your orders and quotes.

When entering non-text values such as dates, monetary amounts and numbers, the cells needs to be formatted as ‘Text’ before you type something into it so that whatever you type into the cells remain as you have typed it. If you do not do this, Excel will convert what you have typed into a date, monetary amount or number, and you will lose the formatting that you originally had.

Step 3: Upload the new customer data

Save your file. Click on the ‘+’ button and select your saved data sheet on your computer. Once done, click on ‘Continue’.

Step 4: Import the new customer data

Click the ‘Import’ button to start the import process. Your data sheet will be analysed and validated. Once the import job progress is at 100%, click on either:

‘For review – view and approve this job’. If your data sheet passes validation, you will see a list of updates that will be applied once you approve the import job. If everything is correct, click ‘Approve Job’ and your data will be imported into the database.

or

‘Failed – view the job’. If the data sheet fails validation, a list of errors will appear, which you must correct before uploading it again. Click on ‘Cancel Job’ and correct the data in your upload data sheet and then start at Step 3 again.

Check on your import jobs

If you navigate away from the import process whilst it is running, you can come back later to check on the progress. To see the status of all your import jobs, go to ‘Import & export data’ > ‘Import jobs’ and you will see them all listed. Click on the file name to see the detailed progress.

Still have questions?

If you are still uncertain of how to proceed or if you encounter any problems email us at [email protected] and we will help you through the process step-by-step.