Importing your client list

Upload a file

On Import, upload a CSV or Excel (.xlsx) file. The file is read in your browser; only the matched rows are sent. Several files (for example clients, pets and visits from VetAssistant) can be joined by their ID columns. Each sheet of an Excel file counts as a file.

Your practice software

Choose your practice software (also in Settings → Practice software). TailPlan has an import preset for every software we know of in Cyprus and Greece (for example VetAssistant, VetSystem, Provet Cloud, ezyVet). Presets are not yet confirmed with real clinic files, so you always see the column matching and can change it. "Send us a sample export" sends only the column names (no client data) so we can confirm the preset.

Columns, phones and dates

Headers are recognised in English and Greek. Phone numbers are turned into international format using your country (+357 or +30; other countries need the prefix in the file). Before the preview you must confirm three sample dates ("These dates are read correctly"): this catches day/month mix-ups. The preview shows 20 rows with any problems per row. Owners are combined by phone; one owner can have several pets.

Other species and microchips

TailPlan cards cover dogs and cats. Rows with other animals keep the owner and report the pet as skipped. A microchip number must have 15 digits; anything else is reported and left out.

Re-importing

Uploading the same file again changes nothing. A newer export with the same data adds only what is new: newer procedures on a confirmed plan are recorded like reception's "Done"; older ones are history only. Your column matching is remembered for the same headers. If you imported before, you get a weekly "Upload this week's export" reminder (switch it off in Settings); it is skipped in weeks when reception recorded visits in TailPlan.

Optional AI help

For messy files you can ask for AI help with column names and unrecognised product names. Only headers and product names are sent, never client data.

Direct connection (beta)

For Vetmanager and Provet Cloud, the clinic owner can connect TailPlan straight to the software in Settings → Direct connection to your software, instead of uploading exports. Vetmanager: create a REST API key in Vetmanager (Settings → Integration with services → Rest Api) and paste it with your Vetmanager address. Provet Cloud: enter your Provet ID and the client ID and secret Provet issues for the TailPlan integration; until the TailPlan listing appears in Provet, write to info@tailplan.vet. TailPlan only reads: clients, phone numbers, pets and recorded vaccines and treatments (the last 3 years at first, then what changed). Nothing is ever written to your software. The key is stored encrypted; Disconnect deletes it. The first sync runs in the background (a large clinic can take a few hours); after that Vetmanager is read again daily and Provet Cloud every few hours. Rows are imported exactly like a file: owners are matched by phone, pets by owner and name, and a procedure already recorded on the same date is not added twice. Product names TailPlan does not recognise are listed in Settings, so you can tell us which are vaccines or parasite treatments.

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