How to upload your member list

How to upload your member list

Overview

Administrators can upload their members in bulk with a CSV spreadsheet file. 

Here is how
  1. Get your member list ready for upload.
    1. A properly formatted CSV (comma separated value) file is needed to import members.  Most spreadsheet apps and property management software can export/save a file in CSV format.
    2. The first line of the file must be the column headers.
    3. Refer to the below table for column format.
      1. Download our blank or sample CSV files to use as a template (see below to download).
  2. Click OPERATIONS
  3. Click VALIDATE IMPORT FILE (recommended optional step)
    1. Reformat file if validation fails
  4. Click IMPORT MEMBERS
  5. Click on the MEMBER LIST to find your members

What are the required fields?
  1. MEMBERSHIP_ID
  2. LASTNAME
  3. FIRSTNAME
  4. BIRTHDATE
    1. If you don't know the DOB, use 1/1/1900
CSV Data and Header Import Details

Column Header
Description
Required
Format
Note
MEMBERSHIP_ID
Unique Membership ID
X
Text

LASTNAME
Member's Last Name
X
Text

FIRSTNAME
Member's First Name
X
Text

BARCODE
Unique Barcode Value 

Text

ADDRESS
Membership's Address

Text

PRIMARY_PHONE
Membership's Primary Phone

Text

SECONDARY_PHONE
Membership's Alt Phone

Text

EMAIL
Membership's Email

Text

BIRTHDATE
Member's Birthdate
X
Date

NOTES
Membership Notes

Text

MEMBERSHIP_TYPE
Membership Type

Text

EMERGENCY_CONTACT
Membership's Emergency Contact

Text

RELATION
Member Relation

Text

MEMBER_NOTES
Member's Notes

Text

GUEST_PASSES
Membership's Virtual Guest Passes

Integer
If empty, the value set in "Preferences" will be used.  
ENTRY_PASSES
Member's Entry Passes

Integer
If empty, the value set in "Preferences" will be used.  
EXPIRATION_DATE
Membership's Expiration Date

Date
If empty, the value set in "preferences" will be used.  
MEMBERSHIP_SUSPENDED
Membership's Suspend Status

Boolean
If empty, false
MEMBER_SUSPENDED
Member's Suspend Status

Boolean
if empty, false
LIMITED_MEMBER
Member's Limited Status

Boolean
if empty, false
CONTACT
Member Action: CONTACT checked

Boolean
if empty, unchecked
HOLD
Member Action: HOLD checked

Boolean
if empty, unchecked
PRINT
Member Action: PRINT checked

Boolean
if empty, unchecked
PROCESS
Member Action: PROCESS checked

Boolean
if empty, unchecked
REDIRECT
Member Action: REDIRECT checked

Boolean
if empty, unchecked
REJECT
Member Action: REJECT checked

Boolean
if empty, unchecked
REVIEW
Member Action: REVIEW checked

Boolean
if empty, unchecked
SCHEDULE
Member Action: SCHEDULE checked

Boolean
if empty, unchecked 

  1. Boolean (truth field): A truth value must be "TRUE", "YES", "1", or "X".  A falsity must be left blank or have the value "FALSE", "NO", or "0".  All case insensitive.  
  2. Date field format must be YYYY-MM-DD or MM/DD/YYYY (all numeric).
How are members grouped together in the same membership?

The MEMBERSHIP_ID is what is used to group members (patrons) together in the same membership (household).  In the below example, Frank & Steven are grouped together into the same household (10002). 


How are membership (household) fields and member (individual) fields imported?  
When a file is imported and a new Membership ID is created, the membership uses the 1st person's information to populate the membership (household).  Address, Phone, Etc.   Then the person's individual information is populated.  
When a file contains a 2nd person for the same Membership ID, the 2nd person's information does not overwrite the existing membership.  It simply adds the 2nd person's individual information to the existing Membership ID.  

In this case, the data from Jesse is used to populate the household.  Zoey and Jimmy's household information is not used.  Only their individual data.  The green data imports, the red data does not.    
  
Other requirements & tips
  1. There can not be two exact names with the same exact MEMBERSHP_ID.
  2. The Membership ID can only contain the following character types: A-Z, a-z, 0-9, - @ + , _ . and space.  Dashes, $, &, #,*, and other characters are not allowed. 
  3. There can not be two members with the same BARCODE.
  4. Text fields may contain commas but must be surrounded by double quotes.
Why is my validation check failing?
  1. You must upload a CSV file.  If you manipulate your list using Excel, don't forget to save as CSV file.  
  2. You must use the exact header columns.  For example, you must use PRIMARY_PHONE and not Home Phone.
  3. You must only have the headers allowed.  Delete any extra columns.  For example, if your list contains a header called, Snack Shop Volunteer.  You must delete this column.  
  4. Commas will cause a failure during a validation check.  Look for commas and delete them or add double quotes surrounding the commas.
  5. Duplicate names is a common failure.  If your list contains John Smith and John Smith father son duo, this will error.  Slightly change one name by adding a "." or "Jr./Sr."
  6. Hidden Excel columns or data in your file may cause a failure. Try copy and pasting (paste values only) your data in to a new file.  
Download Sample files