Moving to Inkfuchs – import customers and appointments

The revolution starts here – and your old software won't stand in the way. With Import data you bring customers and appointments over to Inkfuchs in a few minutes: upload the file, check the columns, look at the preview, import.

How it works

1. Export: In your previous software, export customers or appointments as CSV or Excel (.xlsx) – one file for customers, one for appointments. Up to 20 MB and 50,000 rows per file.
2. Upload: Open Settings → Import data and drop the file in or tap Choose file. We detect the encoding (UTF-8, Windows/Excel) and the delimiter (semicolon, comma, tab) ourselves.
3. Map: We suggest which column goes where – based on the column names in German or English. Check the suggestions, change them if needed and set the options (see below).
4. Preview: Every row is checked: new, merge, skip or error – with the reason. Nothing has been saved yet.
5. Import: One tap and the import runs in the background – even for large files. You see the progress and can cancel. Afterwards the summary shows what was imported, skipped and faulty.

With customers and appointments: customers first, then appointments. Appointments then find their customers by email, phone or name.

From Bookly

Bookly is a booking plugin for WordPress. Exporting needs Bookly Pro:

• Customers: In WordPress under Bookly → Customers, tap Export to CSV and tick all columns.
• Appointments: Under Bookly → Appointments, choose the period (e.g. from today), then Export to CSV.

The delimiter (comma or semicolon) doesn't matter. We recognise the Bookly columns in German and English – “Full name” or “Vollständiger Name”, “Appointment date”, “Staff”, “Service”, “Duration” and so on – and pick the Bookly template automatically. We understand dates like “October 12, 2026 2:00 pm”, “12. Oktober 2026 14:00” or “2026-10-12 14:00:00” and durations like “1 h 30 min”.

From Excel or other software

Any table with a header row works. We map typical column names ourselves, for example:

• Customers: name or first/last name, email, phone/mobile, date of birth, tags, note. Address, street, postcode and city go into the note as text.
• Appointments: date (with or without time), time, end or duration, artist/staff, service, status, customer (name, email, phone), price, note.

Dates like 12.10.2026, 2026-10-12 and 10/12/2026 work. With slashes we tell day/month from month/day by looking at the whole column – if in doubt, switch it under Options → Date format. Phone numbers without a country code get the code of your main location and are written consistently (+49 176 …).

Options

What happens to customers who already exist?

We detect duplicates by email, phone number or name and date of birth – against your existing customers and within the file. You choose:

• Skip (default): the existing record stays as it is.
• Merge: empty fields of the existing record (email, phone, date of birth, note) are filled and new tags added. Nothing is overwritten.

Only future appointments – or with history?

By default only future appointments are imported, cancelled ones aren't. With Also past appointments as history everything comes along – past confirmed appointments then count as done.

Artists and services

For every name in the “Artist” or “Staff” column you choose the person from your team. We match identical names ourselves; anyone we can't find is marked Please check. Artists without access are available too.

Map services to an existing service. Without a matching service the appointment goes into the collective service Import – the name from the file stays as the appointment's title. “Import” can't be booked online; you can rename it under Services.

Reminders

No email and no text message goes out during the import – neither confirmations nor reminders. By default imported appointments don't get automatic messages later either. If you switch on Send reminders for imported appointments, future imported appointments get reminders, consent in advance and aftercare from now on according to your settings – like all other appointments.

What stays behind

• Health information and consent forms are not imported. They stay in your old system or archived at your studio – collect new consent with digital consent.
• Marketing consent (newsletter) is never set for imported customers – that would need proof.
• Payment data: deposits and payments end up as information text in the appointment's note at most, never as “paid”.

Fixing errors

Rows with errors (for example without a name, without a date or with an unreadable time) are left out. After the import you download the error list (CSV): all faulty rows with all columns and the reason. Fix them in Excel, save, upload again – we recognise what is already there by email, phone or name with date of birth (appointments by start, artist and customer) and skip it. The error list is available for 7 days.

Rows with a note are imported – for example an invalid email (which then stays empty) or an appointment without a duration (60 minutes).

Undo

For 7 days you can undo an import under Previous imports. Everything this import created that has not been used since is deleted. Used means: changed, moved, with consent, message, text message, deposit, project, request or customer account. Such records stay – we show you which. Merged fields are emptied again as long as the record hasn't changed since.

Privacy

• The file is stored encrypted only – until the import is finished, without starting it for 24 hours at most. Then it is deleted.
• Every import is in the log: who, when, which file, how many rows new, merged, skipped, faulty.
• Your studio is responsible for the imported data – as for all data in Inkfuchs.

Who can do this?

By default owners and studio managers – through the permission Import data. Only people who may edit all appointments can import appointments; only people who may delete customer data can undo. You grant permissions in the team, see Invite the team and assign roles.

Can I take my data with me later?

Yes. With Export data you get everything as a ZIP at any time – with CSV for Excel and a JSON file for the next software.