Moving your shop off DiveAdmin

Step 2

What comes across — and what doesn't

This is the same scope table DiveDay shows before it imports a single row. A card your system already checked comes across verified and flagged imported, ready to use, with a one-tap confirm for staff, and its refresher-due date comes with it. A specialty card is the one that waits on that confirm before it clears the dive it authorizes; individual medical answers are never reconstructed.

• Names, email, phoneComes acrossImported as given. A row with an email is matched to an existing diver so a re-import updates them; a row without one always comes in as a new record.
• Emergency contactComes acrossName and phone carry over when present.
• Dive insurance (DAN)Comes acrossCarried across as free text, exactly as your file holds it (“DAN #12345”). Never a gate — it's the detail the crew wants on hand in an incident.
• Rental sizesComes acrossBCD, wetsuit, boot, and fin sizes become a rental-fit profile.
• Certification cardComes acrossImported verified and flagged imported — DiveDay trusts the card your system already checked, so a diver is ready from the first trip. A card lands with a card number and a recognized level; staff give it a one-tap confirm. A refresher-due date comes across with it, read from whatever date format your file writes, and a date already past lands as a card that's due rather than one that looks current forever. Two things import for staff review instead of as verified: a card your own file marks unverified, and a card whose refresher date we can't read — we won't guess at a date the boat depends on. Unrecognized levels are left for a person to enter.
• Specialty cards (deep, wreck, night, drysuit)Comes acrossImported as verified specialty cards, flagged imported — from a specialty column, or from a certification row that names one (“PADI Deep Diver”). Your diver's agency number is what carries them, the same number their level card uses, so a “Deep, Wreck” cell comes across as both cards and a certification file with one row per card brings in every card a diver holds. A specialty is what clears a riskier dive, so this one is stricter than a level card: the dive that requires it waits until a staffer confirms they've seen the card, and everything else about the diver's day does not.
• Enriched air (nitrox)Comes acrossImported as a verified nitrox card, flagged imported, whenever the row carries a nitrox card number — so a diver can request enriched air right away. A fill is the highest-stakes gate, so an imported nitrox card gives plain air until a staffer confirms they've seen the card or checked the number with the agency; boarding never waits on it.
• Signed waivers & medical clearanceComes acrossWhen a row says the diver already accepted a waiver at the prior shop, DiveDay trusts it — including its medical clearance — and the diver is not asked to sign again. The record is marked imported everywhere staff see it, snapshots your shop's current release for reference only (the diver did not agree to that exact text), and is dated to the acceptance date the row gives (or the import date if it doesn't). Individual medical answers are never reconstructed — only the accept/no-review-needed outcome carries over. Trusting a prior shop's acceptance is a deliberate choice on our side, not an accident of the import.
• Waiver / medical documentsComes acrossA row's waiver_document_url / medical_document_url is fetched once and re-stored in DiveDay's own storage for audit, the same way a pasted card photo is. Image files (JPEG/PNG/WebP/HEIC) and PDFs are supported, 5 MB max.
• RoleComes acrossEveryone imports as a diver. Staff roles and logins are never granted by import.
• Card on file / paymentStays behindStays with your payment processor — DiveDay never imports card or payment data.
• Past visits (what they booked, when)Comes acrossA bookings or orders export comes across one line per booking, and lands on the diver's profile as history: the date, what your old system called the trip, its own status word, and the price it recorded. Two things it deliberately is not. It is not a trip — imported history never appears on your schedule, never counts toward a boat's capacity, and never reaches a manifest. And a booking is not a dive: an export holds cancellations and no-shows too, so DiveDay shows your old system's own word for each line rather than counting them all as dives the diver made. The amounts are there to read, not to add up — they stay out of your reporting, which covers what you've run here.
• Receipts & service historyStays behindPayment records stay with your processor, and gear-service history has nowhere to land — DiveDay tracks the sizes a diver takes, not individual rigs. Your full-shop export carries your DiveDay history when you want it.