Clear Practice — Data Importer v10

Practice Onboarding Importer

Upload a new practice's data export. AI analyzes their columns, maps to your Airtable fields, and outputs a clean import-ready CSV.

Upload

Map

Classify

Review

Validate

Export

Upload the practice's data file

⚙️

Ask the practice to export their existing client/inquiry data in any format. Upload one file — if it has multiple sheets, you'll choose which ones to import.

Claude API Key (for AI mapping)

Show

Used only for column analysis. Never stored or transmitted beyond your browser session.

📂

Drop a file here to analyze

Accepts .csv, .xlsx, .xls — SimplePractice, Excel, Google Sheets

⚠️ This file type isn't supported. Please upload a CSV or Excel file (.csv, .xlsx, .xls)

✅ File ready — AI will analyze your columns and map them to Airtable fields automatically.

📋 What to request from a new practice

▼

✅ Essential columns to request

Name (or First Name + Last Name separately)
Email address
Phone number
Inquiry/submission date
Status (e.g., New, Contacted, Scheduled)
Primary concern or reason for seeking therapy

💡 Helpful additional columns

Age or date of birth
Client type (adult, child, couple, family)
Referral source (how they heard about the practice)
Insurance provider
Session preference (in-person, telehealth, hybrid)
Availability or preferred appointment times
Any notes or additional details

📧 Sample email template

Hi [Practice Name], To help us coordinate your VA services and get your client data into our system, could you please export your current client/inquiry list? What we need: • Client names, email addresses, and phone numbers • Inquiry dates and current status • Primary concerns or reasons for seeking therapy • Any other relevant details (insurance, preferences, etc.) Export format — any of these work great: • CSV export from your EHR system • Excel spreadsheet (.xlsx) • Google Sheets export Common EHR exports: • SimplePractice: Clients → Export → CSV • TherapyNotes: Reports → Client List → Export • Google Sheets: File → Download → CSV Please send the file to [your email] and we'll handle the rest! Thanks, [Your name]

⚠️ Data quality tips

Request exports with column headers in the first row
Ask for all columns — our AI will figure out what's relevant
Prefer CSV or Excel over PDF or screenshots
If they use SimplePractice, TherapyNotes, or similar EHR, they can export directly

🔒 HIPAA-safe — no client data leaves your browser

AI column mapping

Claude analyzed your file and matched source columns to Airtable fields. Confirm the matches look right — adjust anything that's off.

Analyzing your file with Claude AI...

Classify Records

Tell us how this practice tracked their data so we can correctly flag historical vs active records. This only happens once during onboarding.

Mark a record as Historical if ANY of these match:

Validation & preview

Review flagged issues. Warnings are informational — errors should be resolved before importing.

Preview — first 5 rows of mapped output

Export ready

How to import into Airtable

Open the correct Airtable base for this practice
Go to the Intake Inquiries table → Grid view
Click Tools (top right) → Import data → CSV file
Upload the downloaded file — field names will match automatically
Confirm field matching and click Import

🗑

Delete after importing. Once confirmed in Airtable, delete this CSV from Downloads. Client data shouldn't sit on disk longer than needed.