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Guide 5 min read November 1, 2026

How to Import Clients and Patients into Vet Software with a CSV File

Step-by-step guide to importing pet owners and patients into PawConsult from a CSV file: columns, preview, skipped rows, limits, and tips.

To import clients and patients into PawConsult, export your records from your old system as a spreadsheet, arrange them with one row per pet and the owner's details beside it, save the file as CSV, and upload it with the Import CSV button on the Clients or Patients page. You see a preview first, nothing is created until you confirm, and any rows that can't be imported are listed with the reason.

Before You Start

  • Only clinic admins can run an import.
  • Each file can have up to 200 rows. For a bigger clinic, split the data into several files.
  • The Free plan allows up to 50 patients in total, and an import that would go over your plan's limit is refused. Professional and Business plans have no patient limit.

    • What the CSV Needs to Look Like

    One row per pet, with the owner's details repeated on each row. The first row must contain these column names exactly: owner_first_name, owner_last_name, owner_email, owner_phone, pet_name, species, breed, dob.

    Required: owner first name, owner last name, owner email, pet name, and species. Phone, breed, and date of birth are optional. Write dates of birth as year-month-day, for example 2021-03-15.

    A pet owner with three pets gets three rows with the same email address, and PawConsult creates that owner once. You can download a ready-made template from the import window.

    Step by Step

  • Step 1: Export your clients and patients from your old system as a spreadsheet or CSV file.
  • Step 2: Rearrange the columns to match the template, with one row per pet.
  • Step 3: Open the Clients or Patients page, click Import CSV, and choose your file.
  • Step 4: Read the preview: how many pets will be created, how many new owners, how many existing owners are reused, and any skipped rows with their line number and reason.
  • Step 5: Click confirm. A final report shows how many owners and pets were created and which rows were skipped.

    • Good to Know

    Importing doesn't send any emails to pet owners. Owners already in your clinic with the same email are reused, not duplicated. If you upload the same file twice, rows that already exist are skipped, so a second upload can't create duplicates. This also means you can fix skipped rows in your original file and upload it again safely.

    The import covers owners and their pets only. Medical history, invoices, and appointment history are not part of the CSV import. To plan the rest of your move, read our full guide:

    Switching Veterinary Software: A Practical Guide

    Tips for a Clean Import

  • Test with a small file of 3 to 5 rows first.
  • Keep the column names exactly as in the template.
  • Check the skipped list in the preview and fix those rows before you confirm.

    • Start your free PawConsult account today — no credit card required.

    Frequently Asked Questions

    What columns does the CSV import need?

    The first row of the file needs these columns: owner_first_name, owner_last_name, owner_email, owner_phone, pet_name, species, breed, and dob. Owner first name, last name, email, pet name, and species are required. Phone, breed, and date of birth are optional.

    How many rows can I import at once?

    Each file can have up to 200 rows, with one row per pet. If your clinic has more, split the data into several files. The import is also checked against your plan's patient limit, and the Free plan allows up to 50 patients in total.

    Can I upload the same CSV file twice?

    Yes. Rows that already exist are skipped, so uploading the same file again does not create duplicate owners or pets. This lets you fix skipped rows in your original file and upload it again.

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