Importing your Members

FAQ's

What if My Data Contains Errors?
What if some of my Members Don't have an Email Address?
How Can I Import More Information on My Members?

How to Import Your Members

The import functionality is only available for paid systems. If you are currently within your trial period, please raise a support ticket to request that this feature be enabled.

To import your members, navigate to the Membership tab in the top navigation, then select Members Import from the left-side navigation.

There are two types of fields in the system: standard demographic fields (as shown below) and custom fields.

Standard demographic fields are the default fields available in the system, while custom fields can be created to collect additional details from members based on your specific requirements.

The page provides instructions to assist you with your import. Please refer back to this information to help ensure your import is successful.

Please note that the Standard Member Import functionality only supports importing the standard demographic fields listed below, unless the Custom Import functionality is enabled.

If you have custom fields, please see here.

Please hover your mouse over the 'i' icon to view the tooltip.

To get started, please see steps below:

1. Download the CSV Template. To download the template, you will need to select the membership level you would like to import members into. Please note that member imports are completed per membership level, as your membership fields may vary depending on the membership type.

The CSV file contains all the fields added and created in your membership form. For more details, please see here: Managing Your Membership Forms

2. Fill in your Membership Data. Transfer your members’ data into the template. Most fields are optional and do not need to be completed before importing; however, there are some mandatory fields that must be completed:

first_name
last_name
email (if your members don't have an email address see the section below)

The fields that you do not complete will remain empty in the membership data for those members. Once you have completed your import data, save it as a CSV file.

You must complete the membership_product column with the exact name and spelling of the membership product you wish to import your members into. Otherwise, the member will be added to the default membership product selected during the import process.

3. Import your data.

Membership Level – Select the membership level you want your members to be imported into.
Default Membership Product – You can ignore this field if your CSV file already specifies the membership products for each member. If the column in your CSV is left empty, select the default membership product that will be applied to all members.
Membership Expiry Date – Leave this field blank if you are importing Life/Perpetual members. If your members have expiry dates, please include them in your file.
Update Existing Accounts – If the file contains existing members, select if you would like their details to be updated with the data in the import file, by selecting Yes, in the checkbox. Please refer to this section for more details.
Ignore Empty Fields – Any fields left blank in your import file will remain empty in the membership data for those members.
Import File Date Format – From the dropdown menu, select the date format that matches the dates in your CSV file.
Import File – Select the CSV file you would like to import.

Once done, click 'next'.

Existing member passwords cannot be updated via import. Passwords can only be imported when importing new members for the first time.

4. Confirming Data. Standard demographic fields are matched by default. Please feel free to review.

To match a column from your file to a field, click the dropdown option and select the appropriate field.

Once done, click 'process file'.

If your data is formatted correctly, and there are no issues, you will be taken to a screen where you can confirm that the member import is correct.

Click the import button.

Click the acknowledge button.

You have completed importing your members!

Update Existing Accounts or Members/Matching Fields

You can use the import functionality to update existing membership accounts only, including membership levels and products, join dates, expiry dates, and standard demographic fields.

Additionally, this feature is useful for making bulk updates to your members’ accounts.

Existing member passwords cannot be updated via reimport. Passwords can only be imported when importing new members for the first time.

Also, lease note that custom fields are not available for updates via reimport, unless you are importing existing members into a different membership level.

The process of updating existing accounts is similar to importing your members. However, when you select the “Update Existing Accounts” option, you will have additional options to update specific fields.

Please note that not all options should be selected, as some fields are used for matching existing member records.

If you need to update all the options listed below, you can perform a second import to update the remaining fields. Selects that apply only.

What if My Data Contains Errors

If your data contains errors, the system will show the specific line and the reason for the error.

Based on your screen, you should see either two or three buttons, depending on whether only part of your data contains errors or if the entire import has errors.

From the screenshot above, there is one line causing the error. You have the option to download the error line and proceed with the import while excluding the error line, or restart the entire import process.

What if some of my Members Don't have an Email Address?

You cannot run a member import without an email address and adding a bogus address will cause issues with spam. We do understand that in some cases, members will not have an email address, so here's a workaround that we support.

You will need to use a legitimate and easily identifiable email address like "noemail@myclub.com.au" where "myclub.com.au" is your domain name, e.g. noemail@soccernewcastle.com.au.

Please avoid using fake or invalid email addresses, as some system-generated emails are always sent ( e.g., welcome email). Using fake addresses can increase the risk of your sending domain being blocked or marked as spam.

Firstly, populate the import spreadsheet with your "noemail" address for members who require it. Use the same address for all members who don't have an email address. You can then run through the rest of the import steps above.

Once the import is done, you need to exclude the "noemail" address from system communication. This will stop any emails being sent from the system. You can exclude this address in General Settings under SETTINGS.

Just enter the email address in the Add Excluded Email Address area and click the icon.

You should now see your address in the list of excluded emails.

Scroll down and click to save the settings.

How Can I Import More Information on My Members

If you have fields that are not listed below, they are considered custom fields. You will need the Custom Import functionality enabled in your system to import these fields.

Please note that this functionality is not available in all packages. Feel free to submit a support ticket if you need assistance.

For more details about Custom Import, please see here: Custom Data Import