Importing your contacts

If you’ve been running your business in another tool — a spreadsheet, Dubsado, Studio Ninja, HoneyBook, VSCO Workspace, or anything else — you don’t need to re-enter your clients by hand. Wedding Computer can import your existing data, figure out which columns match which fields, and show you a preview before anything is created.

Open Setup → Import in the app to get started.

For a bulk move, upload a CSV, TSV, or JSON file — whichever your old tool exports. It is the recommended path because Wedding Computer checks the whole file before writing, lets you review the column mapping and duplicates, processes accepted rows through background queues, and keeps a result report in Import history with a safe recent-import archive option. MCP is an optional, supervised path for one confirmed booking at a time or a small batch.

Importing from a spreadsheet or data file (CSV, TSV, or JSON)

A CSV is the most common format for moving data between tools, and most software can export one — including Google Sheets, Excel, Numbers, and every CRM on the market. Wedding Computer also accepts TSV (tab-separated) and JSON exports, so if your source tool hands you one of those instead, you don’t need to convert it first — upload it as-is.

Step 1: Get your data as a CSV, TSV, or JSON file

From Google Sheets: File → Download → Comma-separated values (.csv)

From Excel or Numbers: File → Save As → choose CSV or Export → CSV

From another CRM: Look for an Export option — usually in Settings, the client list view, or a “…” menu. Export as CSV when given a choice of formats; if the only options are TSV or JSON, either works.

Step 2: Upload the file

In Setup → Import, choose the file-upload option (or the card for the CRM that produced the file), then select your export. Wedding Computer accepts CSV, TSV, or JSON files and reads the column headers from your file, trying to match them automatically to contact fields regardless of which of the three formats you used.

The file can be up to 10 MB and contain up to 20,000 rows. Split a larger export into several files and import them one at a time.

Step 3: Check the column mapping

You’ll see a table showing each column from your file alongside what Wedding Computer thinks it should map to. For example:

Your column	Maps to
First Name	First name
Email Address	Email
Date	Wedding date
Notes	Notes
Internal code	— (skipped)

The matching is automatic and handles common variations (First Name, FirstName, first, fname all get recognised). You can change any mapping by clicking the dropdown next to a column. Columns that don’t map to anything get stored as extra detail on the contact — they’re not lost.

If any mapped date field uses numeric dates — including wedding dates, birthdays, or original created dates — choose the date order used by the exported file before continuing to the preview: Day / month / year (DMY) or Month / day / year (MDY). This matters for dates where both of the first two numbers are 12 or less. For example, 04/07/2026 means 4 July 2026 with DMY, but 7 April 2026 with MDY. ISO dates such as 2026-07-04 and dates that spell out the month are unambiguous. An invalid original created date is ignored, and the contact uses the import time instead. Check a few mapped dates in the preview before importing.

Step 4: Check the whole file, preview, and import

After checking the mapping and choosing whether to create weddings for booked contacts, continue to the preview. Wedding Computer checks every row in the file before creating anything. The check runs safely in the background and shows its progress on the page.

When the check finishes, you see counts for Ready, Warnings, Existing duplicates, and Needs attention, plus Weddings to create when that option applies. Ready rows and rows with warnings can be imported. Existing contacts that match are skipped as duplicates. Rows that need attention will not be imported. The table is a five-row sample, but every row in the file has been checked. If there are issues, download the issues CSV to see each affected row and the reason.

Common pipeline status names and aliases map to their Wedding Computer equivalent. A custom CRM stage stays importable: the preview warns you and shows the safe normalized status that will be used, while the exact original stage is saved in the contact’s structured Extra details.

Go back and adjust the mapping if needed. Duplicate checks run again during the import in case your account has changed since the whole-file check. When the results look right, import the ready contacts. The import runs safely in the background, so you can leave the page and return from Import history. If you leave the results page open, it refreshes automatically while the import is running.

Your uploaded source file is staged in private storage while Wedding Computer checks and processes it. The source is normally removed when processing finishes. Draft or failed import data may be kept for up to 30 days so you can resume it or so cleanup can be retried; deleting the import removes its staged source sooner, and scheduled cleanup removes any remainder after the retention window.

Importing from specific CRMs

Wedding Computer has built-in presets for the most common tools, which means the column mapping is done for you automatically. Choose the card for Dubsado, Studio Ninja, HoneyBook, or VSCO Workspace on the import screen before uploading your file; Wedding Computer applies the matching preset automatically.

Dubsado

Follow Dubsado’s official Projects CSV export guide:

In Dubsado, open Projects
Select a project status from the status menu, or set the filters for the projects you want
Click Export CSV

Upload the file in Wedding Computer and select the Dubsado preset. Fields like “Event Date” map to wedding date. The original “Lead or Job” value, pricing, and contract values are retained as structured extra details. “Lead or Job” set to “Job” can act as a fallback for Booked.

Studio Ninja

Follow Studio Ninja’s official client export guide:

Go to Clients in Studio Ninja
Click Export clients — this downloads a CSV of your client records

Upload in Wedding Computer with the Studio Ninja preset selected.

Studio Ninja also offers a richer official Leads/Jobs export as a ZIP archive containing project material. Wedding Computer does not accept that ZIP archive directly. Use the client CSV created by Export clients for the supported contact import, and keep the Leads/Jobs ZIP as a separate archive for any project files or information you need to move manually.

HoneyBook

Follow HoneyBook’s official contacts spreadsheet guide:

Go to Clients in HoneyBook
Click the Contacts tab
Click the ⋯ (more options) menu → Download spreadsheet

Note: HoneyBook exports your contacts list, not full project details. Wedding dates and project notes may not be included depending on your account configuration. Upload with the HoneyBook preset.

VSCO Workspace (formerly Táve)

Follow VSCO Workspace’s official list export guide:

Open any list view — Leads, Jobs, or Address Book
Click Export
Choose “all columns” for the best results

Upload with the VSCO Workspace preset. Column names depend on what columns you had visible, but the preset handles the most common ones including partner details, event dates, and locations.

Importing by pasting text

If you have contact information in an email, a text message, a note, a website enquiry, or any other unstructured form — you can paste it directly into the importer and the AI will extract the details.

In Setup → Import, choose Paste text instead of uploading a file.

Pasted text is sent to the Anthropic model configured for your account when an Anthropic key is available; otherwise it is sent to Cloudflare Workers AI for extraction. If you do not want the source text processed by an AI model, use the CSV/TSV/JSON file importer instead—it does not need AI extraction.

Text extraction accepts pasted text only; it does not fetch a URL or web page. Copy the relevant content from a website, email, document, or other CRM and paste it into the text box. You can paste up to 15,000 characters at a time.

Paste in whatever you have. For example:

Hi, I’m Emily Chen and my fiancé is Marcus Lee. We’re planning our wedding for 15 March 2026 at Stones of the Yarra Valley. My number is 0412 555 789 and you can reach me at emily@example.com. We found you through Instagram.

The AI reads that and creates a contact with first name Emily, last name Chen, partner Marcus Lee, wedding date 2026-03-15, wedding location Stones of the Yarra Valley, phone 0412 555 789, email emily@example.com, and source Instagram.

You review the extracted details before the contact is created. This works well for:

Old enquiry emails you never actioned
Text messages from potential clients
Notes from a wedding expo or market
Referrals passed on via phone where you jotted down details
Enquiries from platforms that don’t export nicely

What gets imported

When you import a contact, Wedding Computer creates a full contact record with the fields you’ve mapped:

Names (first person and partner)
Email addresses
Phone numbers
Social media handles (Instagram, Facebook, TikTok)
Website
Address
Wedding date
Wedding location
Pipeline status (common names and aliases are mapped automatically — “Lead” becomes New, “Confirmed” becomes Booked, etc.)
Source (where the lead came from)
Notes

Any columns that don’t map to a standard field are stored as structured extra details on the contact — they’re not appended to the free-text notes and aren’t silently dropped.

What doesn’t import:

Invoices and financial data (these don’t transfer between systems)
Attached documents and files (only contact records import, not file attachments)
Email thread history (start fresh in Wedding Computer’s email system)
Run sheets and timeline items (the optional wedding-workspace setting does not import timeline content; add it separately)

Importing run sheets and wedding data

The file importer is primarily a contact importer. On the preview screen, an optional Create weddings for booked contacts checkbox appears only when both a status column and a wedding-date column are mapped. If you select it, Wedding Computer also creates a wedding workspace for each contact whose imported status resolves to Booked or Completed and whose wedding date is valid (between 1900 and 2200). Each created wedding gets a calendar booking and a link back to the contact. No invitations or client emails are sent.

The preview’s Weddings to create count shows eligible rows, not reserved capacity. Capacity is checked again atomically when each workspace is created. If a free account is already at its active-workspace limit, the contact still imports, but its optional wedding workspace, calendar booking, and contact link are skipped and the row is shown with a warning. A past-dated wedding or a row explicitly imported as Completed does not use an active slot.

That option creates the workspace, but it does not import an existing run sheet or detailed wedding information. To bring that content into a workspace, you have two options:

Manually add it — open the wedding workspace and add timeline items one by one. This takes time but gives you full control.

Use an AI assistant (MCP, Pro) — connect a compatible assistant to Wedding Computer, paste the text of an existing run sheet, and ask it to add the rows to an existing wedding. See the section below.

Using an AI assistant to import (MCP)

The MCP server lets a compatible AI client call Wedding Computer’s scoped tools. For an existing booking, the client should use the real add_or_import_booking tool. That tool creates or matches the contact and can create a basic wedding workspace plus its calendar booking; the client can then add run-sheet rows from text you provide.

This is an optional Pro path for text that does not export cleanly as a file. Supervise each proposed tool call and work one booking at a time, or in a small batch you can review. For a large migration, prefer the CSV/TSV/JSON file importer: its whole-file preview, mapping, duplicate checks, background queues, result report, and recent-import archive option are designed for bulk work.

Connect an AI client

You need:

A Wedding Computer Pro subscription (the MCP server is a Pro feature)
An MCP client that supports remote HTTP servers

Open wedding.computer/mcp and follow the current instructions for your client. OAuth-capable clients can add that URL as a custom connector and let you authorize in the browser. For clients that cannot use OAuth, the guide explains the manual integration-token fallback.

An integration token grants agent access to your vendor account. Keep it secret, and do not confuse it with the separate enquiry intake key, which can only submit leads.

Importing contacts with an AI client

Once connected, open a new conversation in your AI client and ask it to use Wedding Computer’s tools. Confirm what it plans to create, especially when you provide several records at once.

Importing one contact from an email:

Copy an enquiry email and paste it into your client with a message like:

Here’s an enquiry I received. Please add this person to my Wedding Computer contacts.

[paste email here]

The client can extract the couple’s details and call add_or_import_booking. A wedding date is required. The tool silently creates or matches the contact, marks the booking appropriately, and creates the basic wedding workspace and calendar booking when your plan has capacity. It does not submit an enquiry, send an email, or invite the couple. Check the contact, workspace, and calendar entry before moving on.

Matching is scoped to your account and uses the wedding date together with either participant’s email. A repeat client with a different wedding date remains a separate booking. Existing non-empty details are preserved; if supplied details conflict, the tool surfaces the conflict for review instead of overwriting the existing value.

Importing several contacts at once:

If you have multiple contacts in a short list, paste them in and ask the client to work through them:

I have these five confirmed bookings from my old notes. Please use add_or_import_booking for each one, showing me each proposed call before it runs.

Sarah Chen & Marcus Lee — sarah@example.com — 04 12 345 678 — Wedding: 15 March 2026, Yarra Valley James Wilson & Emma Brown — emma@example.com — Wedding: 8 November 2025, Daylesford [and so on]

Ask the client to process one booking per tool call. Work in small batches so you can check the contact, workspace, and calendar result before continuing; use the CSV/TSV/JSON file importer instead when you need bulk-import reporting and duplicate review.

Importing from a messy document:

Not every source is clean. If you have old notes from a wedding expo, a hand-typed list, or contacts copied out of old emails, give the client what you have:

Here are my notes for these confirmed bookings. Some are messy — please extract what you can, ask about anything ambiguous, and use add_or_import_booking one booking at a time.

[paste your notes]

Only use this booking tool for records that have a wedding date and should be treated as booked or completed—not for unconfirmed enquiries. Tell the client to ask before filling any ambiguous detail, and review each result rather than assuming every value was interpreted correctly.

Importing a run sheet with an AI client

If you have an existing run sheet — in a Word document, an email, copied PDF text, or a list of times — an MCP client can add those items to a wedding workspace.

What you need first: if the wedding workspace already exists, tell the client which one to use. If it does not, ask the client to use add_or_import_booking first; that creates the basic workspace and calendar booking. It does not reconstruct the old CRM’s complete project state, so review the new workspace before adding timeline rows.

Ask your client something like:

I have the run sheet for Sarah and James’s wedding. Can you add these items to their wedding timeline?

9:00am — Bridal party arrive at The Olsen Hotel for hair and makeup 11:30am — Bride and bridal party move to Fitzroy Gardens 12:30pm — First look with groom at rotunda 1:00pm — Ceremony begins at Fitzroy Gardens Rotunda 1:45pm — Ceremony concludes; guests move to canapés on east lawn 2:00pm — Bridal party portraits, Fitzroy Gardens 3:30pm — All guests move to reception at Luminare 4:00pm — Reception doors open; guests seated [and so on]

The client can look up the wedding for Sarah and James and add each item to the timeline. Keep the Wedding Computer timeline open and review the rows after the tool calls finish.

Tips for better results:

Make sure the wedding exists in your account before asking the client to add items, or create its basic record first with add_or_import_booking
If two weddings have similar names, include the wedding date: “the Smith wedding on 14 June 2026”
Include locations and assigned vendors in your list when you have them
After importing, review the timeline in Wedding Computer to check times and details are right

Importing notes about a wedding

An MCP client can also append written notes to a wedding workspace. If you have notes from a site visit, planning meeting, or email thread, ask it to add them:

I had a planning meeting with Emma and Liam last week. Here are my notes. Can you add them to their wedding workspace notes?

[paste your meeting notes]

The tool appends that text to the wedding’s shared notes. Review the destination wedding before approving the call because shared notes can be visible to other active wedding members.

What MCP cannot import

Full CRM project state — add_or_import_booking creates a basic contact, wedding workspace, and calendar booking; it does not reproduce a complete project, workflow, or automation setup.
Invoices and payment history — financial records don’t transfer via MCP.
Contracts, documents, and file attachments — the MCP tools do not upload these files; upload documents through the app where supported.
Email history — old email threads are not imported.
Another person’s account — the MCP connection can access only data permitted to your authenticated vendor account.

After importing

You can follow an active import or reopen a completed one from Setup → Import → Import history. The results show how many records were imported, skipped as duplicates, skipped for another reason, or failed. Rows imported with a warning and failed rows are listed for review.

Once your import is done, go to Contacts to review what came in. Check a few records to make sure names, dates, and statuses look right. Any contact created by import can be edited like any other contact — click into it and update any field.

If you did not select the optional wedding-creation checkbox during import, you can still promote a booked contact later: open the contact → Promote to wedding.

If anything looks wrong — wrong dates, names swapped, missing fields — edit the contacts or weddings that were created.

Archive contacts from a recent import

For imports created after this feature was released, Archive unchanged contacts from this import is available from Import history for up to 30 days. It appears only for contact-only imports where wedding creation was turned off, and it archives — never deletes — only contacts that the import actually created.

The 30-day limit applies to starting the archive. If an archive has already started and is interrupted, Wedding Computer keeps its recovery proof and lets you retry until it finishes safely.

For safety, Wedding Computer skips any contact that has been edited, linked, conflicted, involved in erasure, referenced or in use elsewhere, or otherwise changed since the import. Archived contacts remain individually restorable from Contacts.

Deleting the import-history entry permanently removes the option to archive contacts from that import. It does not delete the contacts themselves.

Deleting an item from Import history deletes only the import-history record. It does not undo or delete any contacts or weddings the import created. Do not use Delete import as a rollback, and do not re-import the same file to try to reverse an earlier import.

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