This guide will provide easy steps and clear information on how to import members into group packages such as 'Family' or 'Couple' membership packages, should you offer this at your venue. We have included some tips for populating our import spreadsheet template (see how to download this in Step 3) at the bottom of the article.
There are 2 ways in which you can import members into a group package, and they are:
Import Existing Package
To import from an existing package, use the drop-down box to select what package you wish to import from e.g. Family 2020. These members will then appear within your Family 2021 package as 'Pending' until their membership is paid.
Import from an External File:
Please find an example group import spreadsheet attached at the bottom of this article. You can use this spreadsheet to import, you will just have to clear the dummy data.
You will need to create a group membership package. You should create a package for all group memberships available at your venue. E.g. Family 2021, Couple 2021
Once your package(s) have been created, you can now import your group members into them by either importing from another package or by placing them into a spreadsheet and importing the spreadsheet e.g to import a file into Couple 2021, the spreadsheet should only be filled with your Couple 2021 members.
To begin your import, head to the Membership Module within the Admin area and click on the membership package that you would like to import into, in this case, is it Family 2019.
Click on 'Import members', where you will get the chance to either import from an existing package or import from an external file.
Please Note: If you choose to 'Import from and external file', then download the template and enter all your group members details.
Step 4: To import from an external file, firstly select 'Browse' to choose the file you wish to upload, and then click the 'Import' button(as in screen image above).
The the file should be successfully imported, if the spreadsheet contains any errors, due to formatting, you will receive an error message.
NOTE: For Date of purchase memberships, the start-date inputted on the spreadsheet template will now be detected (previously the current day / imported date was the 'start-date'), we are pleased to have updated this.
If you are importing from existing package, you just need to click the choose a package dropdown menu and select an existing package with the applicable members.
Go back in the membership, you will now see all the members within that package.
Here you will be able to send emails to all adult members. Make sure you have selected 'Main Contacts' to send out payment requests and invites.
Tips for populating the template spreadsheet with your own data:
Feel free to populate the document with as little or as much information as you would like. You will be able to edit members information once they have been imported.
Please note: the Contact ID, Primary Contact ID, First Name and Last Name fields are compulsory for group members.
Each contact on the spreadsheet should have there own unique contact id. The contact id of the groups the main contact should then be put in each group members primary contact id field to link the group together.
The Cost and Paid fields should be filled in on the row of the Primary Contact, as the main contact for the group, they will receive all payment requests and invites.
Within your email column, emails must be valid and contain an '@' sign. Please also keep an eye out for full stops, as this can also cause an error when importing.
Do not remove any columns or change the wording of each column. If you do not have the data, just leave them blank.