How to upload an existing address or membership list

How to upload an existing address or membership list

Overview

If you import a member list into the Membership Portal, you will start with some information in your database.  Then you will be updating and modifying the membership list while using the Application Portal or manual edits.  In this article, we will:
  1. Give some cautions about this process
  2. Discuss advantages and disadvantages of importing a list
  3. Show how to import a list
  4. Discuss options for year 2 and after
Contact your AGS Account Representative if you have any questions or concerns about this process.  If you are not comfortable with spreadsheets, AGS recommends that we help.  

Cautions about importing a list

  1. The software is very picky about the importing process.  This is because the data needs to be prepared in a specific ways for the software to load it in the way you want it.  Be sure to follow the instructions exactly.  
  2. Only import a list into a blank database.  Stacking data onto existing data is very tricky.  If you need to do this, contact your AGS Account Representative first.  
    1. CLICK HERE to learn how to delete your database first, if it is not blank. 

Advantages of Importing a List

The main reason for importing a list, is that it allows you to match an application to an existing membership when approving.  See the next screenshot.  Instead of (1) Create New Membership, you will (2) Match an existing membership.  

Importing a list is helpful if:

  1. You want to verify that an application is on a limited address list (then decline them if they are not)
  2. There is some information you want to preload (membership IDs of previous members, suspended accounts, etc)
  3. You are transitioning from another system and want to start with that data

Disadvantages of Importing a List

Matching an address, instead of creating a new membership, is an extra step that is not needed for some clients.  If there is not some reason to pre-load a list, it is simpler to start from scratch with a blank database.  

How to Import a Membership List

  1. Download a blank Import CSV file
    1. Scroll to the bottom of the article to download it
  2. Arrange the data you have in your current file list to match the column headers of the blank CSV file
  3. Paste your data into the blank CSV file
  4. Go to the OPERATIONS tab in the Membership Portal
  5. VALIDATE the file
    1. If does not pass validation, read the error that is displayed and correct them
    2. If you continue to get errors, contact your AGS Account Representative
  6. Click IMPORT MEMBERS and add your file
  7. Go the MEMBER LIST and confirm that your data imported correctly
  8. For a longer discussion of importing a list, CLICK HERE.  

Options for Year 2 with AGS and after

After your first year, you have options.  If...
  1. you liked how it went and want the same exact process with your starter list:
    1. Delete the database and re-import another starter list for next year
  2. you want to keep the information from this year and build off it next year
    1. Keep the database as is
  3. you found it unnecessary to match existing memberships and want to start from a blank database next year
    1. Delete the database