Bulk Import Your Existing Accounts

Moving to OpsVara from spreadsheets or another system starts with your customer list. You fill one CSV template with your customers and their service sites, send it to your OpsVara onboarding contact, and they import it for you in one pass: customers, contacts, billing addresses, sites with their map pins, and details such as pool volume or acreage. Customers you no longer service can come along too, already archived, so their history is kept without cluttering your active lists.

Service contracts are a separate, second pass once your customers are in. See After the import.

Before you start

• Export your customer list from your current system, or gather it in a spreadsheet.
• Every customer needs a contact first name, last name, and email address. The import stops on any customer missing one.
• Every site needs a full street address, city, two-letter state, and ZIP code. OpsVara pins each site on the map from its address.

Fill and send the template

1. 1

   Download the template for your industry

   Open SettingsSetup Wizard and go to the Bulk Import step. Click Download Template. The file carries the site types and site detail columns for your industry, plus three sample rows you can overwrite. The step also lists every column with a short description.

2. 2

   Add one row per site

   Each row is one site. For a customer with two sites, add two rows, repeat the customer columns exactly, and change only the site columns. Rows with the same customer name and contact email become one customer with several sites.

3. 3

   Mark former customers inactive

   In the status column, put inactive on every row for a customer you no longer service. Leave it blank or put active for everyone else. See The status column.

4. 4

   Save as CSV and send it

   Save the file as CSV and send it to your OpsVara onboarding contact. They run the import and let you know when your customers are in.

The columns

Required on every row

Optional, about the customer

Optional, about the site

The template you download lists only the detail columns for your industry. Any detail you leave blank can be filled in on the site later.

The status column

Put inactive in the status column for customers you no longer service. They are imported archived, the same state as clicking Archive on a customer. The customer and every one of their sites are archived together.

Archived customers:

• Are hidden from DirectoriesCustomers until you set Status to Archived or Active + archived.
• Are left out of campaign audiences, which start at Active customers, unless a campaign deliberately targets Archived customers.
• Cannot have their sites put under a service contract until the sites are activated again.
• Keep their contacts, addresses, notes, tags, and active years, so a win-back campaign can pick out, for example, customers active in 2024 but not since, using Customer years (optional) on the campaign audience.

The status column accepts active and inactive, in any capitalization. archived is also accepted as a way to write inactive. Anything else, such as Cancelled, stops the import with a message naming the row, so an unexpected value is never imported as active by mistake. When a customer has several rows, every row that states a status must agree. Blank rows follow the row that states one.

What happens to your file

Your onboarding contact runs four checks before anything is created:

1. Review. Every customer is listed with its sites. Values the import is unsure of are highlighted, and customers marked inactive show Archived on import.
2. Duplicates. A customer that already exists in your account is flagged, and your contact either skips the row or creates it anyway.
3. Map pins. Every site is placed on the map from its address. An address that cannot be found is pinned by hand. Nothing is imported until every site has a pin.
4. Confirm. The final summary shows how many customers and sites will be created, and how many will arrive archived.

A file in the template's format is read exactly as written. A CSV in another layout, or a PDF, is read by AI instead. That works, but every value it is unsure of has to be checked by hand, so the template is faster and more accurate.

After the import

• Open DirectoriesCustomers and spot-check a few customers and their sites.
• Set Status to Archived to confirm your former customers arrived there.
• Every imported customer starts as residential. Change Customer type on the edit form for commercial, HOA, and municipal accounts.
• Service contracts come next, as a second import for your active customers. Archived customers are not offered contracts, which is why former customers need no contract rows.
• The contract file carries a price per month (monthly_rate) or per visit (visit_rate), the first month OpsVara bills (first_billing_month), whether the invoice on the 1st covers the month just finished (bill_last_month; a visit_rate row on a monthly schedule always does), and an optional visit schedule per row (visit_days with every_n_weeks, or visits_per_week / visits_per_month). Rows for the same customer, work type, and season merge into one contract that covers every listed site at its own rate — how a property manager's homes become one plan and one monthly invoice. Each imported contract gets one Service Scope row named for the work type, Billed as: Included because it is the agreement itself; a visit_rate row is Add-on, because it bills each completed visit, and so is a merged contract's row priced site by site. See Bill the Month Just Finished and Bill Per Visit on a Monthly Invoice.

Troubleshooting