Import Sessions

Importing Sessions with the Session Import Wizard

Overview

The Stratus Session Import Wizard is a tool that helps you bring session records into Stratus from an external spreadsheet or CSV file. This wizard guides you through importing sessions step by step – from selecting your file, mapping columns to Stratus fields, to setting options for how sessions and related clients should be created. It’s designed for non-technical users, so you can confidently generate new session records without manual data entry. In a few minutes, you can import dozens or hundreds of sessions (and even create any new client records for those sessions) by following the on-screen prompts.

What does it do? The Session Import Wizard will read your Excel (.xlsx) or CSV (.csv) file, allow you to match each column to the appropriate Stratus field (for both session details and client information), and then create new session entries in your database. You can choose default values (like assigning a photographer or session status) to apply to all imported sessions, decide how to handle potential duplicates, and even save your settings as a template for future imports. This streamlined process ensures your data is imported accurately and consistently.

Step-by-Step Instructions

1. Launch the Session Import Wizard: In Stratus (Desktop version), go to the Utilities menu and choose Import Sessions. This will open the Session Import Wizard. On the first screen, you’ll see a welcome message explaining that the wizard is used to generate new records from an external file or spreadsheet. Click Next to begin. (If you need help at any point, you can click the ? icon in the lower-left for context-specific help.)

2. Select the import file: You will be prompted to Select the file to import. Choose the source of your data:

Selecting the file to import.

• File Type: Pick the format of your import file. If your data is in a CSV or text file, select “Import from a new Comma-Delimited Text File (.txt, .csv)”. If it’s in an Excel spreadsheet, select “Import from a new Microsoft Excel Spreadsheet (.xls, .xlsx)”.
• Using an Import Template: If you have previously saved an import template (more on templates below) and want to reuse it, select “Import Using Existing Session Import Template”. Then choose your saved template from the dropdown. This will load your saved field mappings and options, saving you time.
• Browse for File: Click the […] browse button next to “File to Import” and locate your .xlsx or .csv file on your computer. Once you’ve selected the file, its path will appear in the File to Import field. Now click Next to continue. (If the Next button is grayed out, ensure you’ve selected a file and one of the import options above.)

3. Map your columns to Stratus fields: The next screen will display a preview of your file’s data in a table on the left, and a list of Stratus fields on the right. This is where you match each column in your file to the corresponding field in Stratus. At the top, it says “Drag the Stratus fields to the matching column in the import file.”

Mapping spreadsheet columns to Stratus fields using drag-and-drop.

• Verify Header Row: First, check if the wizard correctly identified your header row. If your first row contains column names (titles), make sure the option “First Import Row Contains: Headers” is selected (it usually is by default). If your file has no header row, choose “Data” so the first row will be treated as actual data.
• Drag and Drop Mapping: In the right-hand panel, you’ll see fields grouped by category (Client, Session, Custom). For each column on the left, find the corresponding field on the right and drag it onto that column. For example, if your spreadsheet has a column Client First Name, drag the Client First Name field from the list and drop it onto that column header on the left. Do this for all columns you want to import. You can map client-related fields (like name, email) under the Client tab, session-specific fields (like date, session type) under the Session tab, and any user-defined fields under Custom.
• Tip: If your spreadsheet’s column names exactly match Stratus field names, the wizard may auto-match some for you. Otherwise, you will drag each field over manually. Take care to match them correctly to ensure data goes into the right places. You can scroll through the field list or use the category tabs to find the field you need. If you map a field by mistake, you can drag it back off the column or map a different field to that column to replace it.
• Unmapped Columns: If there are columns in your file that you don’t need to import into Stratus, you can leave them unmapped. They will be ignored during import. Conversely, if there’s a required Stratus field not present in your file, you might cancel and add it to your spreadsheet, or be sure to assign a default value for it in a later step if possible.
• When finished mapping, review that each required field (especially the essential ones like Session Date/Time, Client Name, etc.) has been mapped. Then click Next to proceed.

4. Choose duplicate checking options: Next, the wizard asks “Do you want to check for duplicates during the import?” This step is about avoiding duplicate clients in your database. (Each session must be attached to a client record, so the wizard can create new clients from your data. Here you decide how to handle cases where a client might already exist in Stratus.) You will see three options:

Duplicate checking options for client records during import.

• Do not check for duplicates: No duplicate detection will be performed. Every row will be imported as a new client record (if it includes client info), even if some might already exist. Use this only if you’re confident all clients in the import file are new, or if you have a unique ID in your file that the wizard will use to update existing records instead.
• Do not import possible duplicates: The software will compare each incoming client to your existing clients (using your company preferences’ duplicate criteria settings)​ If it finds a likely match (for example, same name and email or other defined criteria), it will skip importing that row to avoid creating a duplicate client. Choose this if you prefer to err on the side of caution – potentially missing some sessions if the client was recognized as already existing. You would then manually add those sessions to the existing client later if needed.
• Import possible duplicates but add to a client group: This option will import all rows (no skipping), even if a duplicate client is suspected, but it will tag any potential duplicates by placing those new client records into a special group. The group name will be displayed (often something like “Possible Duplicates” or an import date group). This way, if duplicates were created, you can easily find those clients in that group and merge or delete them afterward. It’s a middle-ground option that lets everything import and flags what needs review.

Choose the option that best fits your needs. For example, if you’re importing sessions for clients that mostly already exist in your system, you might skip duplicates to avoid creating dupes. If you’re importing a brand new list of clients and sessions, you might not need to check at all. Note: The criteria used to decide if a client is a duplicate (such as matching name, email, phone, etc.) can be configured in Company Preferences > Clients. If you need to adjust what the system considers a “duplicate,” do that in Preferences before running the import. After selecting a duplicate-check option, click Next.

5. Select options for existing or new clients: Now you will see client import options that determine how to handle new versus existing client records. (This section only applies to client data – it mirrors the client import wizard settings.) You can update clients that are already in your database or assign attributes to new clients being created. The screen will have several checkboxes and fields like Update Existing Records, Assign All Clients to Client Group, etc.

Options for updating existing clients and organizing new clients.

• Update Existing Records: If checked, the import will update any client that already exists in your database with information from the file. You’ll need to choose a matching method from the dropdown (e.g. match by email address, or by name and phone, etc.) that the wizard will use to find the corresponding client in your database. For example, select “Use Email Address to find matching records” to have the wizard match incoming rows to existing clients by email. If a match is found, that client’s record will be updated with any new info from the import (for fields you mapped). There’s also an option “If record not found, add a new Client record.” If you check Update Existing and leave this sub-option checked, the wizard will add any completely new clients that weren’t found in your system. (Generally, you’ll want this enabled so that all rows import either by updating an existing client or creating a new one.) ⚠️ Caution: If you choose to update existing clients, double-check your mappings and data. Changes will overwrite existing information and cannot be undone easily.
• Automatically Assign New Client Number: If your studio uses client account numbers and you did not provide client numbers in your import file, check this box. The system will auto-generate a new unique client number for each new client it creates. (If your file already includes a client number or you don’t use them, you can leave this unchecked.)
• Assign All Clients to Client Group: It’s recommended to keep this checked. This option will put all newly created clients from the import into a group for easy reference. If checked, choose to create a New Group (and enter a name, or use the default like “Client Import 4/15/2025” which includes today’s date) or assign to an Existing Group (select a pre-made group from the dropdown). Grouping new clients is very helpful – for example, if you realize something was imported incorrectly, you can later go to that group and address those clients collectively (such as using the “Delete a Group of Clients” tool to remove them and re-import). If you prefer not to group them, you may uncheck this, but grouping is strongly encouraged as a safety net. (Note: Existing clients that were matched/updated will not be added to the group; it’s only for brand new client records.)
• Assign Organization to New Clients: If all the new clients you’re importing are associated with the same organization (e.g., a school or company), you can check this and select the organization name from your organization list. Optionally, for school organizations, you might also enter a Grad Year. This will link any new client records to that organization automatically. Leave it unchecked if clients belong to various organizations or if not applicable.
• Assign Lead Source to New Clients: Similarly, you can assign a common lead source to all imported clients by checking this and picking a lead source (like “Facebook Ad” or “Referral”). Use this if all the imported clients came through the same source and you want to track that.
• Assign Client Status to New Clients: You may assign a status to all new clients (for example, set them all as “Prospect” or “Active”). Check the box and choose the desired Client Status, and if that status has a due date or expiration, set the Status Due Date field (which appears when a status is selected). By default, the due date might auto-fill to today’s date, but you can change it. If you don’t need to set a status for these clients, leave this unchecked.

After configuring the client options, click Next to move on. (If you chose not to import any client information at all, many of these options may be greyed out or skipped. But in most session imports, you will have client data for each session.)

6. Select the session import options: Now it’s time to set options that apply to the sessions being imported (the actual appointments/events). You can assign default values to all imported sessions here, and also choose to save an import template. This screen is titled Select the Session import options.

Options for assigning default session values and saving a template.

• Assign New Session Number: Each session in Stratus can have a unique Session Number (similar to an invoice or booking number). If your import file does not have a session number column (most don’t), check this box so the system will auto-assign a new number to each imported session. If you have session numbers in your file and want to use those, leave this unchecked and be sure you mapped the Session Number field earlier.
• Assign Photographer: Check this to assign the same photographer to every session you’re importing, then select the staff member’s name from the dropdown. Use this if, for example, all the sessions in this batch were taken by “Josiah” (as in the screenshot) or if you want to assign them to a placeholder staff member for now. If your file includes a photographer column (and you mapped it for each session individually), then you do not need to use this option – leave it unchecked in that case.
• Assign Assistant: If all sessions share the same assistant (secondary staff) and you want to record that, check this option and choose the person. As with photographer, if the assistant varies per session and you have that in your data, just map the Assistant field instead and leave this unchecked.
• Assign Session Organization: This lets you attach all imported sessions to an organization record. For example, if these sessions are all for students of Central High School, and you have an Organization entry for that school in Stratus, you can select it here so each session is linked to “Central High School.” (In Stratus, sessions can be associated with an organization, often used in volume photography or corporate contexts.) You might also provide a Grad. Year if relevant (this field appears typically for school organizations). If sessions are for different organizations or you don’t use this feature, leave it unchecked.
• Assign Session Type: You can categorize sessions by Type (such as Wedding, Senior Portrait, Family, etc., depending on how your studio defines session types). If all the sessions you’re importing are of the same type, check this box and select the appropriate Session Type from the list. For example, if you’re importing a bunch of wedding shoots, choose “Wedding” as shown. If your file had a mix of types and you included a Session Type column that you mapped, you should leave this unchecked (or it will override with one type for all).
• Assign Session Status: If you want to set a uniform status for all these imported sessions, check this and pick a Session Status (e.g., “Session pending”, “Completed”, “Confirmed”, etc. – these are defined in Maintenance > Sessions > Session Statuses). In the screenshot, “Session pending” is selected, which might indicate these sessions are upcoming and not yet completed. When you choose a status, a Status Due Date field may appear – you can set a date if the status is time-bound (for instance, a status that signifies some action is due by a certain date). If not needed, you can ignore the due date or leave the default. If your file includes a status for each session or you want to set them individually later, leave this unchecked.
• Save Import Template: This is a very useful feature if you plan to import similar data again. By checking “Save Import Template,” the wizard will save all the mapping settings you used and the selections you made in these option screens as a template. Enter a name for the template in the New Template Name field (for example, “Session Import for Weddings” or “Spring2025 Session Import”). Later on, you can start a new import and choose Import Using Existing Session Import Template (as we saw in step 2) to reuse these settings. This can greatly speed up repeated imports. If this import is a one-time thing, you can leave this unchecked.

Once you have set the session options and (optionally) named your template, click Next.

7. Review and finish the import: The final screen will confirm that you’re ready to begin importing. It will say something like “You are about to begin importing records. Click Finish to begin import process.” Take a moment to review your choices. If you need to go back and adjust anything, you can click Back through the screens. Otherwise, click Finish to start the import. The wizard will proceed to create the sessions (and any new clients). Depending on the size of your file, this may take a moment. When it’s done, you should see a confirmation of how many records were imported (and possibly how many were skipped as duplicates, if you chose that option).

That’s it – you’ve imported your sessions! You can now go to your Sessions hub or calendar in Stratus and verify that the new sessions appear. Each session will have the details from your file, and any new clients will have been added to the client list (check the group if you grouped them, or search by name). Be sure to spot-check a few records to ensure everything imported as expected (dates and times correct, fields in the right place). If something looks off, you may need to adjust your file or mappings and try again. Remember, if you saved a template, that will make the next import easier.

Formatting Requirements for Date/Time Columns

When preparing your import file, it is crucial to format your date and time columns correctly. The Session Import Wizard expects the session start and end times to be in a specific format so that they can be interpreted as proper dates and times.

Example of Start Date/Time and End Date/Time columns in a CSV file.

• Separate “Start” and “End” Date/Time Columns: Make sure your spreadsheet has one column for the session start date/time and a separate column for the session end date/time. In your header row, you might label them for clarity (e.g., “Start Date/Time” and “End Date/Time”). Each of these columns should contain the full date and time when the session starts or ends. For example, a Start Date/Time cell might read 6/17/2024 1:30 PM and the corresponding End Date/Time cell might read 6/17/2024 1:40 PM for a 10-minute session, as shown above. Avoid splitting the date and time into two separate columns – combine them into one for start and one for end.
• Excel Date/Time Format: If you’re using Excel to prepare the file, ensure that the cells in the Start and End columns are formatted as Date/Time (and not as plain text). In Excel, you can do this by right-clicking the column, choosing Format Cells, and selecting a Date or Custom format that includes both date and time. For example, under Category: Date, you might pick the format 3/14/12 1:30 PM (which is Excel’s sample for a date-time format). This ensures Excel knows it’s a date/time. When you ultimately save the file as CSV or import the .xlsx directly, those values will be correctly understood.
• CSV Date/Time Appearance: If you save your spreadsheet to a .csv file, open the CSV in a text editor to double-check the date/time format. It should appear as the month/day/year and time with AM/PM as in the example (e.g., 6/17/2024 1:30 PM). The wizard can read a variety of date/time formats, but it’s safest to stick with the standard month/day/year format used by Stratus. (Avoid odd formats or international formats unless your system is configured for them, to prevent confusion between day and month order.)
• Consistency: Make sure every date/time in those columns follows the same format. Inconsistent formatting can lead to import errors or incorrect values. For instance, don’t mix “6/17/2024 1:30 PM” and “2024-06-17 13:30” in the same column. Pick one style (the first is recommended for Stratus) and use it throughout.
• Testing a Few Dates: If possible, test a small portion of your data first. You could create a mini file with one or two rows of data and run the import (you can cancel before finishing, or import to a test database) to see if the dates come in correctly. This isn’t required, but it might give peace of mind that your formatting is correct before you import hundreds of records with times.

Following these formatting guidelines for the date/time columns will help ensure that your session start and end times import correctly. If the wizard cannot interpret a date because of formatting, it might skip the date or set it to a default, which could throw off your schedule – so it’s worth double-checking the format in your file ahead of time.

Helpful Tips & Notes

• Prepare Your Data: Before importing, take a moment to clean up and verify your spreadsheet. Correct any misspellings, ensure emails and phone numbers are in the proper format, and remove any duplicate rows. The import process will only be as good as the data you feed it – remember the saying, “garbage in, garbage out.” It’s often easier to fix issues in Excel or your source file beforehand than to clean up in Stratus after.
• Include Key Identifiers for Matching: To avoid duplicate clients when importing sessions, try to include a unique identifier for clients in your file if possible. An email address is usually a great identifier (since it’s often unique to a person). The wizard allows matching by email or other criteria to find existing clients. If you provide something like Email or a Client Number in your import data and map it, the system can use that to match clients and update them instead of creating new ones. This helps maintain a clean client list. Configure the duplicate matching rules in Company (Studio) Preferences > Clients if you have specific needs​.
• Use Groups to Your Advantage: Grouping new records is highly recommended. By default, new clients imported will be put in a group if you left that option checked. Consider creating a similar grouping mechanism for sessions if needed. While sessions don’t have a “group” field like clients, you could assign a unique Session Type or Status to all imported sessions (e.g., a temporary status like “Imported April 2025”) as a way to easily filter or reverse the import if something isn’t right. For example, if all imported sessions are marked as “Session pending” and you realize you need to delete them and re-import, you could filter by that status and remove them more easily. This is an optional strategy for manageability.
• Saving and Reusing Templates: Take advantage of the Import Template feature. If you know you’ll import again (for example, monthly schedule uploads or annual events), saving a template will save you from re-mapping fields every time. The next import can be as simple as selecting the template and the new file – the wizard will apply the saved mappings and options automatically. You can manage saved templates via the Utilities menu (in newer versions, there may be an option like “Delete Import Template” if you need to remove old ones). Keep template names descriptive so you know what mapping they correspond to (e.g., “School Portraits Import Template”).
• Double-Check Before Finish: The wizard makes it easy to go back and forth before you hit Finish. If you think you missed something, don’t hesitate to click Back to review previous steps. Common things to verify: Are all required fields mapped? Did I select the correct duplicate handling option? Did I intend to update existing clients, and if so, did I choose the right matching field? It’s cheaper to catch a mistake now than after the data is imported.
• After Import – Verify Data: Once the import is complete, do a spot check. Open a few session records in Stratus that were imported. Verify that the date, time, photographer, and other details are correct and in the right place. Also check the Clients that were created or updated. Make sure phone numbers landed in the right fields, names are properly capitalized, etc. If something is off, you might decide to rollback (for example, delete those new records) and try again with corrected data or mappings.
• Changing Duplicate Preferences: If you find the duplicate checking didn’t work as expected (maybe it skipped too many records or created duplicates you thought it wouldn’t), you may need to adjust the duplicate criteria. As noted, go to Company Preferences (or Studio Preferences) and find the Clients section. There you can configure what fields the system uses to consider a client a duplicate (for instance, you might enable “First Name + Last Name + Phone” as a rule, or just “Email Address” alone). Tweak this to your needs before running the import again. The wizard uses those settings each time it checks for duplicates​.
• Efficiency Tips: If your import file contains sessions that fall into distinct categories, you can simplify your workflow by splitting the file or using templates. For example, if half of the sessions are weddings and half are portraits, and you want to assign different default photographers or types to each, you could split the spreadsheet into two files and run two separate imports (one for weddings, one for portraits), each with its own settings. This way you don’t have to manually change each session’s type or photographer afterward. Alternatively, include columns in your file for those fields (like a Photographer column, Session Type column) and map them so that each session’s specific data is imported directly. The wizard is flexible – use global assignments for things that are common to all rows, and use file data for things that vary.
• Troubleshooting: If the import doesn’t seem to work at all (e.g., you click Finish and nothing happens or you get an error), double-check that your file is not open in another program and that it’s formatted correctly. Ensure you have the necessary permissions in Stratus to add clients or sessions. The wizard might also log errors if some rows fail; check any error messages carefully – they often point to a specific row or issue (like “Invalid date format in row X”). You can then fix your file and try again. Don’t be discouraged by small hiccups; once you get the format right, the import will save you tons of time compared to entering data by hand.

By keeping these tips in mind, you’ll avoid common pitfalls and make the most of the Session Import Wizard. With clean data and the wizard’s guidance, importing sessions can be a quick and painless task. Enjoy the efficiency of bulk importing, and spend your saved time managing your business and clients instead of typing data!