Importing Group Members

To import your group members, you will first have to create a group membership package. This is suitable for 'Family' or 'Couple' membership packages. You should create a package for all group memberships available at your venue. E.g. Family 2024, Couple 2024

Once your package(s) have been created, you can now import your group members into the package by either importing from an existing package or by placing them into a spreadsheet and importing the spreadsheet. 

There are two ways in which you can import members into a group package, and they are importing from an existing package or importing from an external file. 

We have split this article into 3 sections to help you easily find the relevant section:

• Importing from an Existing Package
• Importing from an External File
• How to Import from an External File

Importing from an Existing Package

If you wish to import from an existing package you can do so by following the below guide:

Importing from an Existing Package

Importing 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.

 

Tips for using our Group Import template

• 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.
• The Contact ID, Primary Contact ID, First Name and Last Name fields are compulsory for group members. 
• Each contact on the spreadsheet should have their own unique Contact ID. The Contact ID of the groups 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. 

Any data that is not filled in correctly will result in error messages appearing when trying to import from file They will also give more information about which data is causing the error.

How to Import from an External File

Step 1: Head to the Membership module on the left hand side in your Admin area. 

Step 2: You will need to create your new membership packages if you haven't already done so. From within the package, click on the 'Import members' button.

Step 3: Scroll down past the import from an existing package, and you will find the import from an external file option, as shown below. You will have the option to download the import template.  Once you have added in all the details to the file, select 'Browse' to choose the file you wish to upload, and then click the blue 'Import' button.

Step 4: The the file should be successfully imported, if the spreadsheet contains any errors, due to formatting, you will receive a list of each error message. The error messages should also contain what needs to be fixed or what is causing the error at least. Head back to the membership package where you should find your members now showing. 

Please 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.

Step 5: With the members showing in the new package, 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.