Imports

Learn how you can import information from your space to Nexudus.
Nexudus lets you import the following items to your account:  

The import tool can be found on the admin portal via Settings > Imports. The page includes several tabs from which you can download the relevant import templates and upload them once you're done adding your information. 

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Import section in Settings-> Imports
 

Each template file includes a few rows of dummy data to show how you should format your data. We also recommend you go through the Formatting Data for Imports section before you save and upload your import file in Nexudus. 

Formatting your Data for Imports 

To ensure a successful import you need to make sure the data formatting in your CSV file can be read by Nexudus. 

There are four formatting elements you need to check before uploading your import file.

Header Columns

Do not rename any of the header columns on any of the import files you download. These column headers are what helps the system match your data to elements and items in Nexudus. Edited header columns always result in an import failure.

Dates Columns

All columns that include a date should be set to the yyyy-mm-dd hh:mm format. This format isn't available by default in Excel, but you can customize the format of your date columns in a few clicks. 

  1. Select the entire date column in your import file.
  2. Right click the column. 
  3. Select Format cells
  4. Click Custom.
  5. Enter the yyyy-mm-dd hh:mm format in the Type field.
  6. Click OK.

The dates in your column should now appear in the right format which is yyyy-mm-dd hh:mm. Repeat the process for every column that includes a date in your import file .

Make sure you don't reopen your import file once you've saved all your changes. Doing so will automatically reset the custom date format you've just added and you'll need to go through the process again.

YES or NO Columns

All columns that include YES or NO should only include either one of these options and always be uppercase. 

Nexudus Item Columns

All columns that include the name of items in your Nexudus account must always be an exact match in your import file. The spelling is case-sensitive and includes spacing. 

For example, if your location's name in Nexudus is Location 1234, the location name in your import file must be Location 1234Using alternative spellings such as Location1234 or location 1234 will result in an import failure. 

Customer Import

The customer import can be used to add multiple customers and assign them a Contract if applicable.

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Excel file for Customer import
 

The fields to be completed are:

  • Location: The name of your space. If you have multiple locations, this would be where you want to set the new customers home space.

  • FullName: The name of the customer to be added.

  • Email: The email address of the customer.

  • Active: A Yes or No field. Whether this customer should be made an active customer. If this field is set to NO, the customer will remain suspended until you change them to active.

  • SendWelcomeEmail: A YES or NO field. This determines whether the customer will be granted Portal Access and sent a Welcome Email. If set to NO, the customer will not be able to log in to your members portal or Passport App until you grant them access.

  • Plan: The name of the plan you’d like to sign your customer up to. This must match exactly the same as the plan on the Nexudus platform.

  • RegistrationDate: If you wish to backdate the customers registration date add a date here. If left blank, the Import Date will be the registration date.

  • ContractStartDate: The start date of the contract. You can add future dates to start the contract in the future and past dates if you wish to backdate the start date. If left blank, the import date will be the registration date.

  • ContractCancellationDate: Can be added if there is a predetermined cancellation date for the Contract.Can be left blank if no cancellation date is set.

  • InvoicedPeriodDate: The first day of the period to be covered in the next Invoice. For example if you wish the Invoice to cover 1st March to 1st April 2020, this date would be 01/03/2020. If left blank, this will take the start date of the contract.

  • ContractNextInvoiceDate: The next billing day of this contract. This is when the system will issue the next invoice for this Contract. If left blank, it will take the start date of the contract.

Bookings Import

This allows you to Import Resource Bookings in bulk.

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Excel file for Bookings import
 

The fields to be completed are:

Column Name Column Information Column Format
Email  Email address of the customer who made the booking.

customer@company.com

Any valid email address in lowercase.

Start Booking start date and time.

yyyy-mm-dd hh:mm

This is a custom format that you need to set for your date column in your CSV file. 

Instructions on how to change your date format are available here.

End

Booking end date and time.

 

yyyy-mm-dd hh:mm

This is a custom format that you need to set in your CSV file. 

Instructions on how to change your date format are available here.

Location

Space location

Name of your space location that matches exactly the name of your location in Nexudus.

Resource

Resource booked

Name of your resource that matches exactly the name of your resource in Nexudus.

Note

Internal notes you've added to the booking

Any alphanumerical character combination. 

Free

Determines whether or not the booking is free of charge to the customer. 

YES or NO 

 

 

Resource Import

This can be used to Import in bulk your Booking Resources.

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Excel file for Resource import
 

Fields to be completed:

  • Location: The name of your Space. If you have multiple locations, this would be the name of the space where the resource is.

  • Name: The name of the booking resource.

  • ResourceType: When adding a resource, you can select the type to group related resource. In this way, all of your resources will be conveniently organized and easier to access. This should only be used to group resources that have the same pricing structure, otherwise give each resource it’s own resource type.

  • Description: An outline of the resource that will appear on the members portal and Passport App.

  • DisplayOnline: Whether this resource will be visible on the members portal and Passport App to be booked by customers.

  • DisplayOrder: The order in which resources will be shown on the members portal. We would recommend using number such as 100, 200, 300 rather than 1, 2, 3. This will make it easier to add extra resources in the future and number them rather than have to renumber each resource.

  • GroupName: A way to group the resources together for display and filtering on the members portal and Passport App.

  • Amenities: These are YES/ NO fields which allow you to give information on what the resource has available such as a projector, air conditioning & CCTV.

  • AllowMultipleBookings: If there are multiple of this resource that can be booked simultaneously.

  • Allocation: If the above field is set to Yes, how many Resources are available to be booked.

  • Rules: These fields are all set to minutes and are how you can set certain limits such as minimum intervals for the bookings, late cancellation policy among others.

Customer Products

This can be used to Import in bulk Customer Products

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Excel file for customer products
 

Fields to be completed:

  • Location: The name of your Space. If you have multiple locations, this would be the name of the space where you want to upload the products.

  • Email: The email address of the customer you want to upload the product to.

  • ProductName: The name of the product you want to sell to the customer. This needs to match exactly the name of the product on the inventory section in your Nexudus account.

  • Quantity: please add the quantity of the product you want to upload.

  • Price: you can use this field to populate a different price to the default price you have for the product on the inventory section. Leaving the field blank will apply the price set up in your Nexudus account for the product.

  • DueDate: please add the date from when the product is due and therefore will be added to the next invoice raised from that date. Leaving the field blank will set up the product as due when you upload the file.

  • InvoiceThisCustomer: If set to NO, the product will be added with no cost. If set to YES, the product will be uploaded with applying its price.

Invoice Import

This section allows you to import invoices you may have generated in an external system or when migrating over to Nexudus from a previous system.

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Excel file for invoice import
 

Fields to be completed:

  • Location : The name of your Space. If you have multiple locations, this would be the name of the space where you want to issue invoices from.

  • InvoiceNumber : set to "AUTO" if you would like Nexudus to generate sequential invoice numbers based on your invoice number formatting or to any other text to provide the invoice number to be used. Invoice numbers must be unique in your account. When uploading a new file, if you provide the same invoice number for two or more rows in the file, we will create a single invoice with as many lines as rows are found in the file for that given invoice number.

  • Email : The email address of the customer you want to create the invoice for.

  • ProductName (optional) : the name of the product to include in the invoice. If this field is blank, LineDescription is required.

  • ProductQuantiy : if ProductName is provided, this is the quantity of the product to include in the invoice.

  • ProductNotes : if ProductName is provided, these are the notes to include along with the product sale.

  • LineDescription : if ProductName is not provided, this is the description to use in the invoice line.

  • LineSubTotal : the line total price. If ProductName has been provided, the price of the product will be set to this amount divided by the quantity.

  • LineTaxRateName (optional): the tax rate to apply to this invoice line. Only effective if ProductName is blank.

  • LineFinancialAccountCode : the financial account to apply to this invoice. Only effective if ProductName is blank.

  • Date : the date of the invoice.

  • DueDate: the due date of the invoice.

  • SendByEmail : set to "YES" to send the invoice by email, otherwise set to "NO".

  • AmountPaid: the total amount to apply as a payment towards the invoice.

Subscribers Import

This allows you to import multiple newsletter subscribers.

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Excel file for Subscriber import
 

Fields to be completed:

  • FullName: The full name of the new subscriber.

  • CompanyName: The company name of the subscriber if applicable.

  • Reason: The reason the subscriber is part of one of your lists. Can be left blank.

  • Email: The email address of the new subscriber.

  • Group: The newsletter group you wish to add the new subscriber to.

Opportunities Import

Can be used to add multiple CRM opportunities.

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Excel file for Opportunities import
 

Fields to be completed:

  • CRMBoardColumnName: The column within your CRM board that you wish to add the new opportunity to.

  • CRMBoardName: The name of the CRM board that the column can be found.

  • FullName: The name of the opportunity.

  • CompanyName: The company name of the opportunity, if applicable.

  • Email: The email address of the new opportunity.

  • TeamName: The name of the team that the customer is part of, if applicable.

  • OpportunityTypeName: A way of grouping opportunities together.

  • ReferrerEmail: A current customers email address that can be set as the referrer of this new Opportunity.

  • AgentEmail: A member of your internal team who is the sales agent of this opportunity.

  • Notes: An internal notes field.

  • Completed: Whether the opportunity is still active or has been completed.

  • DueDate: A date to be entered to follow up with the opportunity by.

  • Value: A monetary amount that this opportunity is potentially worth.

  • LeadSource: Can choose from a set list for the source of enquiry.

    • Web

    • Phone

    • Webinar

    • Referral

    • PrintAdvert

    • Purchased List

    • Word of Mouth

    • Direct Email

    • Email marketing

    • Broker

    • Property Agent

    • Facebook

    • Linkedin

    • Instagram

    • Twitter

    • HubbleHQ

    • LiquidSpace

    • GoogleSearch

    • InstantOffices

    • OfficeFreedom

    • FlexiOffices

    • Workthere

    • Kontor

    • Valve

    • Social network (other)

    • Other

  • Loss Reason: Can choose from a set list for the loss reason:

    • Timing

    • Need

    • Poor qualification

    • Price

    • Feature

    • Lost momentum

    • Competition

    • Contract Term

    • Duplicate

    • Waitlist

    • NotReturningCalls

    • LackOfFacilities

    • NoPetPolicy

    • NoRightFit

    • Location

    • Entrance

    • Errors

    • Other

  • Status: Can be either InProgress, Won or Lost to determine whether the opportunity is still within the process.

  • WonOn: If set to won, the date the opportunity was won.

  • LostOn: If set to lost, the date the opportunity was lost.

     

  The date format has to be "YYYY-MM-DD HH:MM" for any date/time columns.

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Changing the format in the excel file 

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