When your clinic moves to Übik, the customer and pet lists need to stay connected. A customer may have several pets, and many pets may share the same name. A reliable link is what keeps each patient with the right responsible customer.
Prepare two lists: one for customers and one for pets. Use a stable customer reference in both files, then add the contact and patient details you already know.
Download your templates
Choose the simple or advanced version for each list. All four files are blank CSV preparation sheets that open in Excel and Google Sheets.
Customers
- Download the simple customer template (.csv) — Original customer ID, name, phone country code, phone, email, contact preference, and notes.
- Download the advanced customer template (.csv) — Adds second surname, address, unreachable status, and QR enrollment information.
Pets
- Download the simple pet template (.csv) — Original pet ID, customer reference, pet name, species, breed, sex, and notes.
- Download the advanced pet template (.csv) — Adds color, status fields, microchip, birth date or age information, and lifestyle.
Send the completed customer and pet sheets together to the team handling your onboarding. They will prepare the upload, check the links, and review fields that need separate setup. These readable preparation headings are mapped to the import format before loading.
The essential customer information
| Field | What to provide |
|---|---|
| Source Customer ID | A unique, stable reference for this customer. Use the same value on every pet belonging to that customer. |
| First Name / Last Name | The customer's recorded name in separate columns. Preserve accents and compound names. |
| Phone Country Code / Phone | A valid phone number, with the dialing country code separated from the national number. |
| Preferred Contact Method | The customer's confirmed preference: WhatsApp, email, SMS, or none. Flag an unknown preference for review. |
The customer editor requires first name, last name, phone, country code, and contact preference. If any is missing, keep the original record available and flag the gap for onboarding review. Do not fill missing phone numbers with repeated digits or use another customer's contact details.
Email is useful, but it does not replace the phone requirement in the normal customer setup. If your original file has only a full-name column, preserve it in Notes so the team can review the split instead of guessing which words belong to each surname.
Keep country codes separate
Enter the dialing country code as digits, such as 52 or 1, in Phone Country Code. Enter the national number in Phone, without spaces, punctuation, or a repeated country code.
Customer phone validation depends on the selected country code. Do not force every number into a 10-digit format or assume every customer has the clinic's country code. Keep phone numbers as text in your spreadsheet.
How customers and pets stay linked
Use an existing customer ID from your old system when it is available. If there is no ID, agree on a unique reference once, such as 1001, and keep it unchanged in both files. Existing source IDs are mapped to the supported upload format during preparation.
Here is a fictional example:
| Source Customer ID | First Name | Last Name |
|---|---|---|
| 1001 | Alex | Rivera |
| 1002 | Sam | López |
| Source Pet ID | Source Customer ID | Customer Name | Pet Name |
|---|---|---|---|
| 2001 | 1001 | Alex Rivera | Luna |
| 2002 | 1001 | Alex Rivera | Milo |
| 2003 | 1002 | Sam López | Luna |
Alex appears once in the customer file and has two pet rows. The two pets called Luna are different patients because their pet IDs and customer links are different.
Customer Name is a visual aid, not the link. The source customer reference on the pet row must match the customer list. Customers are imported first; pets with unresolved customer references are held out for review rather than assigned to a customer by a similar name.
Keep a stable Source Pet ID when available, especially if a later migration will include clinical history. If several people appear as responsible contacts in the source, agree which customer record the pet should belong to before preparing the final links.
The essential pet information
- Source Customer ID: The matching customer reference described above.
- Pet Name: The original patient name, preserved as recorded.
- Species: The animal's known species. The onboarding team maps species and breed to Übik's available classifications.
- Sex: Male, female, or unknown. Use unknown when that is the recorded status.
Breed is useful when known. If it is missing, preserve the known species and flag any uncertainty. A breed label should not be guessed to complete the sheet.
The pet editor requires a name, classification, and sex. A correct customer link is also needed for the pet import. Pets sharing a name should remain separate until their identity has been reviewed.
Optional information worth preserving
Customer details
- Email: Use the recorded address when valid. Leave missing or placeholder addresses blank.
- Second Surname: Preserve a second family name when it is available.
- Address: Useful for keeping contact details complete and for workflows that use the customer's address.
- Unreachable: Preserve a confirmed status that the customer cannot be reached. Do not change it simply because the record is being migrated.
- QR Enrolled: Record confirmed enrollment for setup review. A phone number alone does not establish a contact preference or QR enrollment choice.
Review communication and enrollment settings with the clinic before enabling them. Leave unknown Yes/No choices blank and explain them in Notes.
Pet details
The advanced pet sheet includes Color, Spayed or Neutered, Adoptable, Deceased, and Microchip. Copy confirmed source information. A blank sterilization or adoption status should not be treated as a confirmed No, and a missing deceased flag should be reviewed when the source is unclear.
Keep microchip numbers as text and preserve all digits. They are identifiers, not phone numbers.
Birth date, age, and lifestyle
If you know the birth date, enter Date of Birth as YYYY-MM-DD. If you only know an estimated age, use Estimated Age and Age Recorded On so the estimate has a date and clear units, such as years and months. Do not turn an old age estimate into today's age or invent a precise birthday.
The advanced sheet also has Lifestyle for a known indoor/outdoor setting. Birth-date, age, and lifestyle information needs separate preparation or editing beyond the standard pet import fields. Collecting it now helps preserve the source information for that review.
Review duplicates before merging
Two records with the same name are not automatically the same customer. A phone may be shared by a household, and two pets in different households may have the same name.
Review suspected duplicates using source IDs, country code and phone, names, and the existing pet relationships together. Keep a record of any agreed merge so pet references can be updated consistently. Do not renumber IDs independently in the two sheets.
What these templates cover
These sheets prepare customer and pet profiles and their relationship. Appointments, medical notes, vaccinations, attachments, unpaid charges, and payments are separate migration data, with their own links and review.
Keep original exports and supporting files available when those are part of your migration. A note in a profile sheet does not recreate a clinical record or an accounting entry.
Before you send the files
- Keep one customer per customer row and one patient per pet row.
- Check that each pet's Source Customer ID exists in the customer sheet.
- Review missing names, contact details, species, and unresolved links.
- Preserve IDs, phone numbers, and microchips as text.
- Copy confirmed contact preferences and status fields; flag unknown values instead of inventing them.
- Include dates and units for age information, and preserve the original export.
- Save both lists as CSV UTF-8, with a comma delimiter, and send them together.