Updating Clients via Re-import

--- title: Updating Clients via Re-import collection: Clients tags: [import, update, clients, csv, bulk-edit]

summary: How to update existing client records in bulk by re-importing a CSV.

Updating Clients via Re-import

You can update existing client records in bulk by re-importing a CSV with the Update existing duplicate strategy. This is the fastest way to do bulk edits like adding birthdays, updating phone numbers, or tagging clients.

When to use this

• Adding birthdays or anniversaries to existing clients
• Bulk-updating phone numbers or addresses
• Adding tags or notes to a group of clients
• Importing measurements (finger size, etc.) for clients added before you collected them

How it works

1. Export your current client list from Clients → Import / Export → Clients → Export clients.
2. Open the CSV in Excel or Google Sheets.
3. Edit or add the fields you want to update. Leave columns you don't want to change exactly as they are.
4. Save as CSV.
5. In BenchFlow, click Import Clients.
6. Upload the edited CSV.
7. On the Duplicates step, choose Update existing.
8. Click Import.

How duplicates are matched

BenchFlow matches imported rows to existing clients in this order:

1. Email (case-insensitive)
2. Phone (digits only, ignores spaces and formatting)
3. Name (case-insensitive)

The first match wins. If a row matches no existing client, it's created as a new client.

What "Update existing" does

• Overwrites mapped fields with the new values from your CSV.
• Leaves unmapped fields alone.
• Replaces tag lists entirely (it doesn't merge — if a client has tags vip, repeat and your CSV has wedding, they end up with just wedding).
• Preserves quote, proposal, invoice and job history linked to that client.

> Important: if a cell in your CSV is blank, BenchFlow will overwrite the existing value with blank. To avoid wiping data, only include the columns you want to change.

Recommended workflow for tag updates

1. Export your clients.
2. Delete every column except Email (or another unique identifier) and Tags.
3. Edit the Tags column.
4. Re-import with Update existing.

This way only the tags get touched.

Undoing a bulk update

Unlike new-row imports, updates can't be rolled back automatically because BenchFlow doesn't store the previous values. Before running an update import:

• Export your current clients first as a backup
• Test with a small batch (5–10 rows) before running on your full database

If you need to revert an update, re-import the backup CSV with Update existing.