Step 2: Add Data to the Import Template Workbook

You are ready to add data to the Canopy Import Template.

Before we get started adding information let's take a look at the spreadsheet and how it is organized. 

The spreadsheet is color-coded to help you organize your information. 

Orange	Fields for Client Information
Blue	Fields for Business Information
Grey	Fields for Primary Contact Information
Red	Field for Spouse Contact Information
Purple	Fields for Additional or Unlinked Contact Information

In addition to the color-coded fields, the Workbook is also separated into three separate worksheets. 

1. 1. 1. 1. 1. Individual Clients 
            2. Business Clients 
            3. Unlinked Clients 

This guide will walk you through each worksheet.  We will work our way from the left to right looking at each column individually.  If there is a specific worksheet you want to look at you can jump to a specific section using these chapters: 

• • • • Add Individual Clients 

      • Add Contacts on Individual Clients 

      • Add Business Clients 

      • Add Contacts on Business Clients 

      • Import One Contact on Multiple Clients 

      • Add Additional Contacts 

A few things to note when filling out the spreadsheet: 

1. Each ROW represents a single client. You will scroll from left to right to add the client information. 
2. Not all information is required. Information that is required for import will have an asterisk*. 
3. When using a field with specific entries like Client Type, Status, or Contact type you want to ensure you have the spelling and Capitalization that matches the options listed on this guide. 

We will use the following Client and Contacts as an example to demonstrate how to fill out each section. 

• Walter and Skyler White
• Luca Parugo 
• Hometown Bakery LLC.  

Individual Clients

First, we will navigate to the second tab in our Excel document: Individual Clients 

Client Information

Client Type *	This column will be prefilled with Individual, or Business depending on the worksheet.
Client Name*	The client name is the name you will see across the app. It is recommended that you create a naming convention to use throughout your firm. For example, you may want to have all individual clients organized by Last name and first name(s).  Examples:  White, Walter & Skyler or Walter & Skyler White  Hometown Bakery LLC,  Durham (business)
Client Facing Name	You may want to use a different name from the client name (above) on items like the client portal, and invoices. This field is optional but you can include a different name here.  Example:  White Family  Hometown Bakery
Client Owner	Type the email (used to log into Canopy) of the team member who will be the primary owner of this account.
External ID	Enter the identification you use for each client.
Filing Status	Indicate the client’s filing status from the following options:  Single Married filing jointly  Married filing separately Head of household  Qualifying Widow(er) with dependent children
Source	List the referral source. Select from the following:  Mailer Radio Website  Referral
Client Since	Enter the date the client started at your firm in a month, date, year XX/XX/XXXX format.
Client Status	Select from the following client statuses:  Client Other  Prospect Note: You can add a custom source here or in Canopy. To map to an existing custom source just ensure you use the same spelling. To create a new source simply type it here.
Active	Type Yes to indicate the client is active. (Y, Yes, T, or True are all acceptable answers for Active). No to indicate the client is inactive (N, No, F, and False are all acceptable answers for inactive).  Note: This will default to active unless stated otherwise. So if this column is left blank the client will be considered active.
Client Group	Clients under the same organizational structure can be organized into Client Groups. Type the group name in this column. Make sure you use the same spelling and capitalization to avoid creating duplicate groups.
Client Tags	Tags are used in Canopy to help organize and identify your clients.  Add as many tags as needed—separate tags with a comma. Tags will be created in Canopy based on what you type here. Keep spelling and capitalization the same to ensure you don’t create duplicate tags. Tags will also map to any you have previously created in Canopy.
Custom Field	Custom fields are used in Canopy to help you add additional information to client records. You can add a custom Field by clicking on the Add Custom Field button in the spreadsheet. Note: you must use the desktop version of Excel and have Macro enabled to use this feature.  Name the Custom field in the pop-up window and press ok.  A new column will be added to the right of the Add Custom Field Button.  Note: you will map and create custom fields as part of the upload process. Keep in mind that custom fields in Canopy can be one of the following:  Text input Date Dropdown Select  Multi-select Custom fields created and assigned in the import process are for both individual and business clients.  If you create a custom field prior to the import process make sure it is marked as Both in the “Apply to:” setting.

Contacts

Individual Client Contacts: Primary Contact, Spouse, and Additional Contact Information 

Business Client Contacts: Primary Contact, Additional Contact 

Each contact section will include all of the same information fields. The only difference will be the Contact Type which will reflect one of the following options: 

• Primary
• Spouse (Individual Clients Only)
• Dependent (Individual Clients Only)
• Other 

Heads-up!

Every Individual Client needs to have at least one contact (Primary).

Let’s take a look at the columns associated with the contact. 

Contact Type	Select from the following options:  Primary Spouse (Individual Clients Only) Dependent (Individual Clients Only) Other  Note: You will not see these field for Primary or Spouse contacts as it is automatically added on import. You can only have one primary contact for each client. You should only have one spouse per client. For any additional contacts: if no selection is made the contact type will default to other.
Contact Description	Type any description desired. This could include: the head of the family, owner, partner, etc.
First Name *	First names are required for individual clients.
Middle Name	Optional
Last Name *	Last names are required for individual clients.
SSN	Formatted as xxx-xx-xxxx
Birthday	Formatted as month, day, year xx/xx/xxxx

The rest of the columns will include additional contact information and will be entered as free text. 

Occupation Employer Street Address 1 City State/Province* Personal Email Address Work Email Address  Other Email Address

Mobile Phone Number  Home Phone Number  Work Phone Number  Work Phone Ext Fax Phone Number  Fax Phone Ext.  Other Phone Number  Other Phone Extension

 *Note about entering State information: Both abbreviations and full full state names are acceptable in the State field, and they will automatically convert to the state's abbreviation in Canopy (e.g., TN for Tennessee). 

When you are done take a moment to review your spreadsheet. Make sure everything has been entered correctly and all your contact information lines up with the associated clients. 

Note: You can add additional contacts that are not associated with any clients. These contacts will be added to the Unlinked Contacts Tab.

 

How to import one contact to multiple clients 

You may have clients with the same contacts.  During the import process, you can add the same contact to any client. However, to ensure you don't create a duplicate contact you want to include as much of the following information as possible every time you add a contact to the client: 

• First Name
• Middle Name
• Last Name
• DOB
• SSN

Example:

Business Clients 

Let’s head to the next worksheet Business Clients.  

You will start with the same Client information as above. 

Business Information

Business Clients also have information specific to their business. 

Business Name *	This is the name of the business. This can be the same as the client name above or can include additional information like LLC, etc.
Business Date Est.	Dates should be entered as month/day/year.
Business EIN	Should be entered as xx-xxxxxxx
Business Type	Select from one of the following:

Business Type	Select from one of the following:  C-Corporation  S-Corporation LLC LLC-M LLC-S	Partnership Sole Proprietorship Estate Trust Non-Profit Other
Business Industry	Select from one of the following:  Administrative & Support Agriculture Apparel Arts Chemicals Construction Education Electronics Energy Engineering Entertainment Finance Fishing Food Services Forestry Fuel Dealer Government HVAC Health Care Hospitality  Hunting Information Technology	Insurance  Investment Holding  Landscape Management Manufacturing Media  Mining Other Pharmaceuticals Plumbing Pool Services Professional Services Real Estate Recreation Remediation Services Rental & Leasing  Retail Trade  Scientific Services Shipping Social Assistance  Tan & Spa Services Technical Services Transportation  Utilities

Business Email

The Business email will be used as the primary email for communication in Canopy.

Continue to add the following details. 

Other Email  Business Phone 1 Business Phone 1 Ext  Fax Phone Fax Phone Ext  Other Phone   Other Phone Ext

Street Address 1 Street Address 2 City  State/Province * Zip/Postal Code Country

 *Note about entering State information: Both abbreviations and full full state names are acceptable in the State field, and they will automatically convert to the state's abbreviation in Canopy (e.g., TN for Tennessee). 

Contacts (Business Clients) 

Contacts are optional for Business Clients, however can be helpful for you to track contacts who are associated with multiple contacts. Contact information is the same for individual and business clients. You can jump back up to the contact section here.

Unlinked Contacts

The third worksheet is for any unlinked contacts. These contacts will be added to your contact list but will not be associated with any clients.  This will include all the same contact information from the previous worksheets.

Unlinked contacts can always be added to clients in Canopy after imported. You can learn more here. 

 

Save the spreadsheet. 

Once you have entered all your information save the workbook as a .xlsm file and move on to step three! 

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