Onboarding guide: Preparing your occupancy data for Found

What you need to provide

To get started with Found, you'll need to provide data about your:

1. Rooms - Individual rooms or beds within each location

2. Current occupancy - Residents currently in your care (bookings)

3. Contacts (optional) - Family members, representatives, and key contacts e.g. next of kin

File format requirements

All data must be provided as CSV (comma-separated values) files. You can create CSV files from Microsoft Excel, Google Sheets, or most database systems.

Technical requirements

• File format: CSV only (.csv extension)

• Maximum file size: 100 MB per file

• Character encoding: UTF-8 (recommended for best compatibility)

• Date format: DD/MM/YYYY (e.g. 01/15/2025)

• Multiple values: Separate with pipe character | (e.g. PERMANENT | RESPITE)

Important formatting rules

• Dates must always be in format DD/MM/YYYY (e.g. 01/15/2025)

• Phone numbers should include country code (e.g. +44 20 7946 0958)

• Email addresses must be valid format (e.g. john.smith@example.com)

• For yes/no fields, you can type: yes or no, true or false, or 1 or 0.

Step 1: Prepare your rooms data

In the room template CSV, include all rooms and beds where residents can be placed. This should cover every room registered with the CQC.

Required fields

Optional fields

Step 2: Prepare your occupancy (bookings) data

This is the most important data - your current residents and their room assignments.

Required fields

Optional fields

Optional resident address

Optional additional booking details

Accepted values for choices fields

serviceUserTitle: Mr, Mrs, Miss, Ms

serviceUserGender: Male, Female, Non-binary, Transgender Male, Transgender Female, Other

serviceUserNationality: British, Irish, Polish, Indian, Pakistani, Bangladeshi, Chinese, ...

serviceUserEthnicity: White British, White Irish, White Other, Mixed White and Black Caribbean, Mixed White and Black African, Mixed White and Asian, Mixed Other, Asian Indian, Asian Pakistani, Asian Bangladeshi, Asian Chinese, Asian Other, Black African, Black Caribbean, Black Other, Arab, Other

serviceUserReligion: No Religion, Christian, Buddhist, Hindu, Jewish, Muslim, Sikh, Other, Prefer Not to Say

serviceUserMaritalStatus: Single, Married, Civil Partnership, Divorced, Widowed

careDurationType: Permanent, Respite

plannedEndDateType: Fixed, Provisional

careType: Residential, Residential Dementia, Nursing, Nursing Dementia

fundingType: Private, Local Authority, Local Authority + Top Up, NHS, Other, Not Known

Step 3: Prepare contacts data (optional)

If you want to import family members, representatives, and key contacts and associate them to bookings, prepare this data.

Required fields

Optional fields

Optional - Communication preferences

Accepted values for 'type of contact'

type: Personal or Professional

relationship: Themselves, Spouse, Partner, Parent, Grandparent, Child, Grandchild, Sibling, Other family, Friend, Neighbour

contactRole: Next of Kin, Power of attorney (finance), Power of attorney (health)

Step 4: Prepare organisation data (optional)

If you want to import organisations (such as local authorities, NHS trusts, charities, or private healthcare providers) and associate them with professional contacts, prepare this data.

Required fields

Optional fields

Accepted values for 'category'

Business local, Business national, Charity, Community group, Education, Faith, GP, Local authority, NHS board / health board, NHS integrated care board, NHS trust, Private healthcare, Other

Notes

• Only name is required — every other field can be left blank.

• If you provide any address field, the importer creates a single address record linked to the organisation.

• Organisations are matched by name, so re-importing the same name won't create a duplicate.

Data preparation checklist

Before submitting your data to Found, please verify:

1.  All dates are in DD/MM/YYYY format

2.  Location names match exactly between files (rooms and bookings files must reference exact location names)

3.  Floor names match exactly between rooms and bookings files

4.  Room names match exactly between rooms and bookings files

5.  All required fields are populated

6.  Value based fields use only accepted values (see lists above)

7. Email addresses are valid format

8.  Phone numbers include country codes where possible

9.  Files are saved as CSV format

10.  Files are under 100 MB each

11.  No sensitive data is included that shouldn't be migrated

Common issues to avoid

Date formatting errors

• ❌ Wrong: 2025/01/15, 01-15-2025, 15 Jan 2025

• ✅ Correct: 15/01/2025

Name mismatches

• ❌ Wrong: Room file has "Sunny View", booking file has "Sunnyview Care Home"

• ✅ Correct: Both files use exact same name "Sunny View Care Home"

Invalid choices values

• ❌ Wrong: careDurationType = "Long term"

• ✅ Correct: careDurationType = "Permanent"

Missing required fields

• ❌ Wrong: Booking has no serviceUserDateOfBirth

• ✅ Correct: All required fields completed

Getting help

Contact your Found onboarding account manager for assistance with:

• Data format guidance specific to your situation

• Pre-formatted CSV templates

• Data review

Once your CSV files are ready, send them securely to your Found onboarding contact for import into your workspace.