Overview
Learn how to add many clients at once using a CSV or Excel file, review rows before importing, and fix common file and duplicate issues.
Available for: Service Provider Admins (organization dashboard)
Before You Start
Prerequisites:
You have a list of clients ready in a spreadsheet that you can map to Hovn's template, or you plan to populate Hovn’s template.
You’ll need:
A .csv, .xlsx, or .xls file with the correct column headers (see below).
If you use Excel with multiple tabs, put the client data on the first tab—Hovn reads only the first worksheet.
Step-by-Step Instructions
Step 1: Open the import page
Open Clients.
Click Import (next to Add Client).
Step 2: Prepare your file
On the Import Clients page, click Download client-import-template.csv to get the correct layout.
Fill in your data using these required columns (names must match exactly):
Client Name
Contact First Name
Contact Last Name
Billing Email
Optionally add:
Phone Number (US-format numbers work best)
Tax ID
Save the file as CSV or Excel (
.csv,.xlsx, or.xls).
Step 3: Upload and review
Under Upload your completed file, choose your file.
Wait for Processing… to finish. You’ll land on Review Clients.
Check each row’s Status:
Ready — will be imported.
Invalid — missing or invalid required information; fix the source file and upload again, or remove the row if you don’t need it.
Duplicate in file — same billing email + client name as another row in the file, or the same Tax ID twice; fix the file or remove extra rows.
Already exists — matches a client already in Hovn (same email + name or same Tax ID); remove the row if you don’t want a duplicate record.
If you see a Warning about phone numbers, the client can still import, but that phone won’t be saved—add or correct the number on the client’s profile after import.
When the summary looks right, click Import X Client(s) (only Ready rows are imported).
Step 4: After import
You’ll see Import complete with how many clients were added.
If some rows failed, open Failed rows and use Download error CSV to fix and re-import later.
Click Go to Clients to see your list, or Import more to start over with another file.
Important Notes
Who gets imported: Only rows marked Ready are created. Duplicates and invalid rows are not imported unless you fix them and upload again.
Uniqueness: Hovn treats billing email + client name together, and Tax ID (when provided), to spot duplicates in the file and against clients you already have.
Phone numbers: Optional. Invalid US numbers show a warning; the row may still import without a phone until you update the client.
Removing rows: You can remove Invalid or Duplicate rows from the preview so they don’t clutter the review. You cannot remove Ready rows from the preview list—use a corrected file if you need to skip a ready row.
Example Scenarios
Scenario 1: First-time setup from a vendor list
Download the template, paste your corporate clients, fill Client Name, contact names, and Billing Email, then upload.
Fix any Invalid rows, remove Duplicate in file extras, then import.
Result: New clients appear under Clients.
Scenario 2: Partial import after errors
Import runs; 8 succeed and 2 fail.
Download client-import-errors.csv, correct those two rows, and run a small import file with only the fixed rows.
Result: Missing clients are added without re-entering the ones that already succeeded.
Troubleshooting
"Missing required column headers”?
"Missing required column headers”?
Solution: Your file must include Client Name, Contact First Name, Contact Last Name, and Billing Email with those exact spellings. Download the template and copy your data into it.
“No data” or “Invalid file”?
“No data” or “Invalid file”?
Solution: Make sure the first worksheet has a header row and at least one data row with a Client Name or Billing Email filled in.
Import button is grayed out?
Import button is grayed out?
Solution: There are zero Ready rows. Fix invalid data, remove duplicates, or upload a different file.
Phone shows a warning but row is Ready?
Phone shows a warning but row is Ready?
Solution: The number wasn’t accepted as a valid US phone. The client will import without that phone; open the client later and add the correct number.
“Already exists” on every row?
“Already exists” on every row?
Solution: Those clients (same email + name or Tax ID) are already in Hovn for your organization. Change names or emails in the file only if you truly need separate client records—otherwise skip importing those rows.
Tips and Best Practices
Start from the template to avoid header typos.
One tab: Put all import data on the first sheet in Excel.
Small batches: For very large lists, split into chunks so preview and fixes stay manageable.
After import: Open Clients to confirm headcount and spot-check billing emails.