For agencies📥 Portal, Import & Reports
Import your data from another system
Two guided wizards migrate your existing data: Import Your Data builds your customers, groups, locations, and consumers, and the Schedule & Assignment Importer brings in the schedule.
If you're moving from another scheduling system, run Import Your Data first to rebuild your customer directory, then the Schedule & Assignment Importer to bring in jobs. Both read CSV or Excel exports, detect your columns for you, walk you through mapping and review, and are safe to re-run.
Step by step
- 1Open Settings, Data & Backups, then Import Your Data. Upload your customer/group export (required) and, if you have them, the contact, location, and assignment files alongside it.
- 2Confirm the column mappings for each file; OneTerp guesses them from your headers.
- 3Review the suggested customer groupings: departments exported as separate flat entries (for example a college and its finance office) are clustered into one customer with a billing group per department. Rename, split, merge, or skip clusters as needed.
- 4Check the preview of what will be created versus updated, download the issues list if anything needs fixing in your file, then commit.
- 5Next, open the Schedule & Assignment Importer and upload your schedule export. Rows are grouped into jobs (including multi-interpreter teamed jobs), and each old customer name is resolved to the right customer and billing group; anything ambiguous is flagged for you to pick or skip.
- 6Check the "Recurring patterns detected" section: jobs that look like a repeating run (same customer, consumer, language, location, weekday, and clock) are proposed as a series. Expand one to see its dates, then leave it ticked to link them or untick to import them as separate jobs.
- 7Review the preview and commit; past jobs import as history records only, they are never billed or metered.
Tips
- Your files are read entirely in your browser, so the raw spreadsheet never leaves your device until the reviewed records are saved.
- Both importers are re-run-safe: matching is by name/identity, so importing the same file twice creates no duplicates and never overwrites details you've since edited.
- Column mapping is detected from your headers, so most files need only a quick check rather than field-by-field setup. If a preview looks wrong, reset it and remap before you commit.
- The customer importer can also derive consumers from your assignment file, with the dominant language detected per consumer.
- There is no interpreter importer anymore: build your roster from the Team Roster tab by inviting interpreters by email or adding placeholders (see the roster article).
- Excel files import the first sheet only.
- Linking a run as a series is what gives you the repeat badge on the board, the just-this-one / this-and-future / all edit scope, and cancel-the-series. Most scheduling exports carry no recurrence column, so OneTerp infers the pattern from the jobs themselves and asks you to confirm. Regular patterns start ticked, irregular ones are yours to opt into.
- Series are detected within one file. Re-uploading a file that extends a run you already imported proposes a new series over the new dates only, and jobs imported before this existed stay unlinked.
- An imported job can be edited straight away even though the importer had no requestor or onsite contact for it. Those fields only block you once you start filling them in. A consumer name that matched no record is kept as text under the picker, with a way to clear it.
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