Import Your Guest List from CSV
Upload an existing guest list into FluteOS from a CSV file — map columns, deduplicate records, and set opt-in status correctly.
Overview
If you have an existing guest list from a previous CRM, POS system, loyalty program, or spreadsheet, you can import it directly into FluteOS. This guide covers preparing your CSV, mapping columns, handling deduplication, and setting opt-in status to stay compliant.
Prerequisites
- A CSV file with your guest data (exported from your existing system or prepared manually)
- Knowledge of which guests have consented to receive SMS and/or email communications from you
Important: Only import guests who have explicitly opted in to receive messages from your venue. Importing a purchased list or contacts who haven't opted in violates TCPA and CAN-SPAM and can result in your sending number being flagged or suspended.
Steps
1. Prepare your CSV
Open your guest list in a spreadsheet tool and ensure it has column headers in the first row. Required columns:
| Column | Notes |
|---|---|
first_name |
Guest first name |
last_name |
Guest last name |
phone or email |
At least one required; both recommended |
Optional but recommended columns:
| Column | Notes |
|---|---|
sms_opt_in |
true or false — defaults to false if omitted |
email_opt_in |
true or false — defaults to false if omitted |
tags |
Comma-separated tags (e.g., vip,whiskey-fan) |
notes |
Internal notes — not visible to guests |
birthday |
Format: YYYY-MM-DD |
Save the file as .csv (not .xls or .xlsx).
Tip: Column names don't need to match exactly — the import wizard lets you map your column names to FluteOS fields. However, using the exact names above skips the mapping step entirely.
2. Open the import wizard
Go to Guests > Import. Click Upload CSV and select your file.
3. Map your columns
The import wizard displays each column in your file alongside a dropdown to map it to the corresponding FluteOS field. Review all mappings and correct any mismatches. Columns you don't want to import can be set to Skip this column.
4. Preview the import
FluteOS shows a preview of the first 10 rows after mapping. Verify the data looks correct — names are in the right fields, phone numbers are formatted properly, opt-in values are as expected.
5. Review validation errors
The validator checks:
- Phone numbers for valid format (E.164 or local US format — both accepted)
- Email addresses for valid syntax
- Duplicate detection against existing records (matched by phone or email)
Rows with validation errors are listed separately. You can download the error rows, fix them in your spreadsheet, and re-upload, or skip them and proceed with the valid rows only.
6. Confirm opt-in settings
Before committing the import, FluteOS shows a summary:
- X guests with SMS opt-in = true
- X guests with SMS opt-in = false (will not receive SMS campaigns)
- X guests with email opt-in = true
- X guests with email opt-in = false
Confirm these numbers match your expectations. If you need to change opt-in status for a batch, cancel, update your CSV, and re-upload.
7. Commit the import
Click Import X guests. FluteOS processes the file, merges duplicates (most recent record wins for contact info, opt-in status is preserved if either record has it set to true), and creates new profiles.
8. Review the import summary
After completion, the summary page shows:
- Guests created (new records)
- Guests updated (merged with existing records)
- Rows skipped (validation errors)
All imported guests are tagged with source: import and the batch date for reporting purposes.
What's Next
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