Importing Your Client List via Spreadsheet

Streamline your onboarding by using our official Client List Template to format and securely upload your client list for bulk import into Sessions Health.

📥 Download Our Official Import Template: Client List Template (.xlsx).

👥 Group Practices: You can import all practice clients using a single spreadsheet. Keep in mind:

  • Each practitioner must accept their account invite prior to import.
  • Names in the Assigned Practitioner column must match their Sessions Health display name exactly.

In this article:

Video Tutorial


Learn how to download, format, and securely upload our official spreadsheet template to bulk-import your client list into Sessions Health.

Step 1: Download & Format Your Client List


Open the official template link (Client List Template (.xlsx)) and download the file to your computer by selecting File > Download > Microsoft Excel (.xlsx).

Google Sheets File menu open with a blue arrow pointing to Download > Microsoft Excel (.xlsx).

Open the downloaded template and fill in your client data row by row. Only First Name and Last Name are required. All other columns are optional, but filling them out helps us import as much client detail as possible.


Key Formatting Rules:

  • Birth Dates: Use MM/DD/YYYY for both clients and insurance policyholders.
  • Sex: Enter Male, Female, or Prefer Not to Say. Blank fields default to Prefer Not to Say.
  • Diagnosis Codes: Enter valid ICD-10 codes separated by commas (e.g., F41.1,F32.9).
  • Active Status: Enter TRUE  for active clients or FALSE  for inactive clients.
  • Assigned Practitioner: Must match the practitioner's display name in Sessions Health exactly.
  • Insurance Details: If the client isn't the primary policyholder, include the insured person's full First Name and Last Name.

Sample Client List Template spreadsheet filled with example client demographic and insurance data.

💡 Importing an Existing EHR Spreadsheet? If you already have a spreadsheet exported from another EHR, you can either copy and paste your data directly into our official template or ensure your existing spreadsheet's column header labels match our template exactly. Mismatched column names will prevent your data from mapping over into Sessions Health.

Check our Importing Your Data From a Different EHR guide first; our team may be able to process your export directly without manual formatting.

Step 2: Upload Your Spreadsheet to Internal Files


Once your file is saved on your computer:

  1. Navigate to Forms & Documents.
  2. Select the Internal Files tab.
  3. Choose Add in the upper-right corner.
  4. Drag your .xlsx file into the window or choose the file from your device, then select Upload File.
  5. Select Done after the upload is complete.

Sessions Health Upload Files window showing the drag-and-drop and browse files to upload file attachment area.

⚠️ Important Security Warning: Files uploaded to Internal Files are encrypted and HIPAA-compliant. Never email client spreadsheets directly to Support. Standard email is not a secure way to send Protected Health Information (PHI).

Step 3: Notify Support


Uploading a file to Internal Files stores it securely in your account, and notifying our team prompts us to begin the import process.

  1. Send an email to support@sessionshealth.com stating that your .xlsx file is uploaded to Internal Files and ready for import.
  2. Include any relevant context, such as practitioner assignments or specific file notes.
  3. Wait for confirmation from our team once the import is complete.

Frequently Asked Questions


How can I migrate data from another EHR?

Reach out to support@sessionshealth.com with the name of your previous EHR. Our team will verify your export files and walk you through the transfer process. You can also review Importing Your Data into Sessions Health From a Different EHR for an overview of what to expect during a full practice transition.


Can I email my spreadsheet directly to Support?

No. Standard email is not a secure way to transmit Protected Health Information (PHI). Always upload your spreadsheet through the Internal Files tab inside Sessions Health.


Do I need to password-protect my spreadsheet?

No. Uploading your file directly into Internal Files keeps your data fully encrypted and HIPAA-compliant. You do not need to add password protection to your file for this process.


What happens if a column header is misspelled?

Mismatched headers prevent data from importing correctly. Double-check that your headers match our template exactly so our system reads your details cleanly.


Can I upload multiple spreadsheets at once?

Yes. While group practices can put all clients on a single spreadsheet, you can upload multiple spreadsheets if you choose to keep files separate.


How long does a client list import take?

Standard imports are completed within 1 to 3 business days after you notify Support that your files are uploaded to Internal Files.


Can I upload a spreadsheet exported from my previous EHR without using your template?

Yes, however, your column headers must match our official template exactly. If your spreadsheet uses different header names, our system won't know where to map your client details. To prevent mapping errors, we strongly recommend copying your data into our official template or updating your column headers to match ours before uploading.


Explore these related guides for additional help with setting up your account and migrating your practice data:

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