Moving from Excel to dietitian software: a client import guide

1. Decide what to import

The aim of the import is to start your client records in the new software; you do not have to carry over every old note. Import the basics: full name, contact details, date of birth, sex, height and weight. Decide whether to bring inactive clients: moving only the data your work needs is also the right approach under KVKK.

Entering health history, medications and allergies afresh at the client's next visit is safer than carrying over old, incomplete information.

2. Tidy the columns

Each piece of information should be in its own column, with headings in the first row: Full name, Email, Phone, Date of birth, Sex, Height (cm), Weight (kg), Notes. Remove merged cells, sub-headings, empty rows and colour groupings; import tools read only a plain table correctly.

If a cell holds more than one value (for example "65 kg / 1.65"), split it into separate columns.

If first and last names are in separate columns, you can join them in Excel into a single Full name column.

3. Check dates and numbers

Write birth dates in one format; the safest is DD.MM.YYYY (for example 24.08.1990). Formats where day and month can swap cause errors nobody notices: a misread birth date produces a record with a wrong but plausible age.

Write height in centimetres and weight in kilograms. Heights in metres such as 1.65, or typos such as 1650, should be fixed before importing. You can use a comma as the decimal separator (62,5).

Sort the date column once: the oldest and newest dates quickly reveal mistyped records.

4. Remove duplicate records

The same client may appear on several rows with different spellings. Find duplicates by sorting the email column or using Excel's remove-duplicates feature. An email address is the most reliable way to identify a client.

If you are not sure which row is current, mark one in the notes column rather than deleting both, and check it after the import.

5. Do not forget the KVKK steps

Moving client data into new software means a new service provider processes it. Name the software, and any transfer abroad, in your privacy notice. Make sure your notice and consent records are up to date for the clients you import.

After the import, delete the Excel file left on your computer or keep it encrypted somewhere safe.

6. Test with a small file first

Before importing the whole list, try a file of five to ten rows. Check that columns match the right fields and that dates and weights look right. If the test works, import the rest.

If your software applies plan limits, make sure the number of clients you import fits your plan.

How importing works in Foodlex

Foodlex accepts Excel (.xlsx) and CSV files, and you can download a sample template that shows the right format. After uploading, you match columns to fields; only Full name is required. Before the import starts you see which records will be added and which rows have errors, with reasons: unreadable dates, heights and weights outside a plausible range and emails repeated within the file are flagged, and clients already on file are skipped. Up to 2,000 rows can be imported at a time.

Birth dates are read in DD.MM.YYYY, YYYY-MM-DD, DD/MM/YYYY and DD-MM-YYYY formats.

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