StudioCloud - Free Business Management Software

After you’ve finished installing StudioCloud, you’re on to getting data into the system to make it useful. If you don’t already have studio management software that you’re upgrading from, you can enter the data manually. At our studio, we already had PhotoOne installed, but we decided to switch over to StudioCloud after PhotoOne was bought out. Hopefully with this walkthrough, transferring the clients will be pretty easy. These steps may look slightly different depending on the version of PhotoOne you’re using. The screenshots were from 9.4.305c, which is what we’re running. Also, I’m on a Vista system, so that could make a small difference in the way the screens look too.


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In PhotoOne, select Utilities > Export > Export To Excel > Customers


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You may already have spreadsheet layouts defined like I do, but most of you probably won’t. Click the New button on this screen.


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Create a name for the export. I called mine CustomersForExport, but you can call yours whatever you want to.


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Add each field from the left box to the right box. I had to add each field individually using the Add button. You’ll be finished when the left box is empty and the right box is full.


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Click the Next button.


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It doesn’t matter how the customers are sorted because we want to import them all. Leave Default Sort Order selected, and click next.


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There’s no need to use a template in the export, so just click next.


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Again, we don’t need notes, so click OK. Honestly, you probably clicked OK a few screens back, but I wanted to see what options were available for the export.


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Highlight the spreadsheet layout you just created and click Select.


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We do NOT want to apply a query. That would limit which customers we’re exporting. We want to export them all, so click No.


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PhotoOne lets us know that the customers are being exported into Excel. It took a few minutes for this process to work on my computer, so just be patient.


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The spreadsheet is ready to view, but we don’t actually want to view the results right now.


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Select ASCII export (comma separated), and click the browse button to save the results where you want them saved.


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I changed the path to export to my desktop, and entered a filename of ExportedCustomers.csv. Click Save.


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Open the StudioCloud desktop app if it isn’t already open.


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Click the clients tab.


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You could import the clients first, but I wanted to try the prospective clients in case something messed up. I’m a pessimist sometimes. Larissa tells me I look for things that could go wrong. She’s probably right. Either way, I clicked the prospective clients tab first.


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Click the More Actions button, then click Import Prospective Clients From CSV.


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The import screen opens up, and you won’t see any prospective clients yet.


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Click the Import Options button, then Select Import From PhotoOne CSV.


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Choose the file you saved when exporting out of PhotoOne.


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All your prospective clients will show up in the import box now. Your non-prospective customers (meaning everybody else) won’t show up here. That will be in the next step where we import customers. Click save.


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See! There’s a good reason I think things will go wrong. Unfortunately it’s nothing exciting. We just got sloppy when adding both first and last name in PhotoOne. Most of my issues were with businesses where I had entered the business name under last name, and I didn’t have a first name. I went through and got data in all the blank fields.


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I also ran across a couple blank records. I wasn’t really interested in importing those, so I clicked the trash can icon next to that row to remove it from the import. After I finished fixing my previous sloppiness, I clicked save again.


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This time it worked and my prospective clients were importing.


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I got a message saying the clients (meaning the prospective clients) were imported.


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Plus there was an extra message indicating that 313 of 313 clients imported.


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After a quick run-through of the data, it looks like all the prospective customers were indeed imported. Ready to import the real clients now. Click the clients tab because we’re done with the prospective clients section.


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Click the Import options button. Then select Import Clients From csv.


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The Import Clients screen comes up. Look familiar? You really could skip reading the next few steps here unless you like the weird feeling in the pit of your stomach when you experience deja vu. I’m sure you’re smart enough to figure out how to replicate what we just did for prospective clients, but I’ll go through the whole process for anyone with a personality like my college Physics teacher who completely discounted my answers unless I wrote out my work for figuring out that 2 + 2 = 4 (small exaggeration for affect). Really?


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So you ARE like my old Physics teacher? At least I know what audience I’m writing for now. Moving right along then. Click Import Options then Import From Photo One.


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Choose the same file as you did before. I’m not writing it out again. Click your page up button. Fail me if you have to.


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Now the real customers (not the prospects) should show up in the list. A quick look though and click save.


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Same issue as before. Sloppy with prospects, and sloppy with the real deal. We’re really very good photographers. We just find the task of entering customer names completely unnecessary (obvious joke). I fixed my issues and clicked save again.


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That did it. Importing the real clients now.


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Import complete popup.


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Final notification that all 715 of our clients were imported.


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A look through the client list shows that the customer data from PhotoOne has indeed been imported.

So just to make sure you know, this was ONLY the customer data, not the order data or anything else. StudioCloud has indicated that they’re working on a way to import orders, which would DEFINITELY be nice. What’s cool about the import is that I checked my StudioCloud online account right after the import and the data was already showing up there. That means that I have all my client data accessible on location now. SWEET!!! To get this functionality, you’ll have to upgrade to CloudBoost, but, at least for us, the decision was made before we ever decided which studio management software to switch over to. It was one of the reasons we were so sold on StudioCloud.

To head off any questions that may come up about my grade in Physics, yes I passed the class. It’s just the kind of class where I wanted to remind the teacher that I was actually paying her salary. I didn’t, but I was tempted throughout the semester.

Leave me a comment and let me know how the upgrade went for you. Did upgrading from a different version of PhotoOne cause any issues?

StudioCloud - Free Business Management Software

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2 Responses to “Transferring PhotoOne Customers To StudioCloud”

  1. Smuze says:

    Thanks for the info, I am thinking about changing to StudioCloud too. It seems like a very good tool

    • TJ says:

      Smuze,
      I took a look at your website, and it looks like an article directory. Do you do photography too? Or are you using StudioCloud as a regular business? It can do both, but I was just wondering.