Importing your appointment types

This is the single most valuable setup action for an AudZone admin. Your appointment types are the named slots your clinic runs — "Adult Diagnostic," "Hearing Aid Fitting," "Client Review," "DVA Initial Assessment," and so on. AudZone uses the appointment type of every session to decide which note template to fill in, which checklist to run against the audio, and which compliance rules to flag.

Get this right once, on day one, and every subsequent session your team records gets the correct template, checklist, and compliance handling automatically. Skip it, and AudZone treats everything as "unclassified" — the AI has to guess, and it sometimes guesses wrong.

There are four ways to get your types into AudZone. This article walks you through each.

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Before you start

You'll need about 10 minutes and admin access (If you signed up for AudZone, you have the right access). Open Settings → Appointment Types (the URL is /settings/appointment-types). The page is a master-detail view — the list of existing types on the left, and Import at the bottom

What you'll see: if you're brand new, the list is empty.

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Option 1 — Paste plain text

If you already have a clean list in Excel, Google Sheets, or you can simply select the list in your CRM, copy it and paste it in. AudZone parses the text into appointment-type rows and shows you a preview before importing.

Step-by-step

1. In the appointment-types page, click Import

2. The Paste text tab is the default

3. Paste your list in — anything from a single line per type to a rich table with duration and description columns. AudZone parses both

4. Review the preview — edit any names or durations inline if needed

5. Click Import

   

What happens to templates and checklists? Pasted types don't come pre-attached with templates or checklists (unlike the Universal Library option). But AudZone tries to match each pasted name against universal names, and offers you a "link to the universal version?" prompt for each match. Accepting the link gives you the universal templates/checklists inherited into your library.

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Option 2 — Upload a CSV

Best when you have a clean export from another system.

Step-by-step

1. Click Import

2. Switch to the Upload CSV tab

3. Drag your CSV onto the drop zone, or browse to it

4. Review the preview

5. Click Import

   

AudZone is flexible about column headers — as long as there's a name column and ideally a duration, the parser works out which is which.

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Option 3 — Paste or upload a screenshot

If your existing system doesn't export cleanly but you can see the list on screen, take a screenshot and let AudZone's vision model read it.

Step-by-step

1. Take a screenshot of your current appointment-type list (from your ERM, a Word document, a PDF, anywhere it's displayed)

2. Click Import → Upload/paste image tab

3. Paste the image (Ctrl + V / Cmd + V) or drag the file

4. AudZone reads the image and extracts each type as a preview row

5. Review and fix any mis-reads

6. Click Import

   

This is especially handy if you're migrating off a niche ERM with no export (e.g. FittingWizard) — even a photo of a printed page works.

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Which option should I choose?

• Most clinics: start with Option 1 (paste text) for the handful of custom types specific to your practice.

• Coming from a system with clean CSV export (AuditData, Halaxy, Zanda): Option 2 keeps the structure intact.

• Coming off a niche or legacy ERM: Option 3 (screenshot) is the fastest, no export needed.

  In the end any option works equally well, it just depend on which way gives you access to your appointment type (or purpose) list.

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What happens to sessions after I import

From the moment you finish the import, every new session your team records gets:

• The correct note template based on the appointment type selected

• The appropriate checklist, verified against the session audio

• Relevant compliance rules flagged in the sidebar (HSP / DVA / NDIS / Medicare as configured)

Sessions recorded before the import are not retroactively updated — they remain linked to their original type (or "Unclassified" if that's what they had).

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How to tell it worked

1. Go back to Settings → Appointment Types

2. Click any type in the list

3. The detail panel shows Templates · Checklists · Compliance tabs, each populated where resources are available

   

If a tab shows empty when you expected content: the universal source for that type may not have a checklist or compliance doc attached yet. Coverage grows over time as AudZone's library expands. You are also welcome to add your own templates and checklists to your own appointment types.

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If the import got interrupted halfway

Just hit Import again. The process won't create duplicates, and it resumes from where it left off.

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